Campus Management

The Campus Management Department is dedicated to the creation and preservation of functional, safe, comfortable, and beautiful campus buildings and grounds, and support of the Bryant University Community in the pursuit of its educational and civic mission.

 

Contacts

  • Brian Britton, Associate Vice President for Campus Management, Ext. 6015, bbritton@bryant.edu
  • John Metcalf, Executive Director of Capital Projects, Ext. 6977, jmetcalf@bryant.edu
  • Harry Ryan, Executive Director of Facilities Management, Ext. 6082, hryan@bryant.edu
  • Peter Tympanick, Manager of Financial Operations, Ext. 6302, ptympani@bryant.edu
 

Bryant University
Office of Campus Management

Facilities Building is located behind the Elizabeth and Malcolm Chace Athletic and Wellness Center

1150 Douglas Pike
Smithfield, RI 02917

The service center is staffed from 8:30 a.m. to 4:30 p.m. Monday through Friday.
Telephone calls can be made on a 24-hour basis by dialing 401-232-6052

Facilities Management

Mission Statement

The Mission of Facilities Management at Bryant University is to effectively and efficiently provide services that support the faculty, staff, and students in pursuit of excellence in their individual and institutional, academic, and community objectives. This service is directed toward maintenance and operation of all facilities on campus.

 

Contacts

  • Harry Ryan, Executive Director of Facilities Management, Ext. 6082, hryan@bryant.edu
  • Greg Gurney, Assistant Facilities Director, Ext. 6912, ggurney@bryant.edu
  • Dave Leduc, Assistant Facilities Engineer, Ext. 6401, dleduc@bryant.edu
  • Scott Gauthier, Manager of Custodial Operations, Ext. 6562, sgauthier@bryant.edu
  • Michael Curran, Superintendent of Housekeeping, Ext. 6054, mcurran@bryant.edu
  • Mel Mann, Shift Supervisor of Custodial Operations, Ext. 6575, melmann@bryant.edu
  • Jim Lucia, Superintendent of Grounds, Ext. 6189, jlucia@bryant.edu

Facilities Management Administration and Planning

 

Master Planning

The master plan for the Bryant University campus has evolved along a simple consistent model for the three decades of its presence in Smithfield. The original campus architect, Robert Hillier, envisioned the campus with a simple compelling diagram that strategically placed the glass-walled classroom/administrative building (Unistructure) on a north-south axis along the crest of Memory Ridge. This afforded students and staff with a sleek contemporary learning environment replete with dramatic sweeping views of Smithfield’s Wionkhiege Valley. The original diagram for land usage placed support elements like the Dining Room and administrative offices within the southern half of the Unistructure and the academic elements of classrooms and library on the north side. By extension, the original thirteen residence halls were grouped to the south of the Unistructure and the Gymnasium and playing fields were placed to the north of the Unistructure. Large parking lots bordered each side of the entrance drive from Douglas Pike to the east.

Subsequent development has reinforced the original planning vectors. Additional residence halls were consistently grouped to the south while additional developments to athletic facilities have been placed to the north. The Academic and support core has continued to evolve in the center of the campus. Some of the original parking area originally required for a large commuter enrollment has given way to the growth in the academic and support core of buildings that better serve the predominant residential population. In recent years, this growing core of academic buildings has been arranged in such a way as to enclose a large attractive landscaped campus green and separate it from the vehicular access and parking. A long, patterned, brick walkway forms a pedestrian path that traverses the academic core from the residence halls in the south to the athletic fields in the north. Future development of the academic core is likely to have a strong spatial relationship to this walkway.

During the evolution of this plan, standards emerged for certain planning elements such as the width of roads and walkways, preference for a contemporary style in architecture, and a conservative evolution in the palate of building materials. This general trend was reinforced by formal master plan documents written by the Providence Partnership in 1988 and reiterated by the Stubbins Associates in 1998, and more recently by the team of Gwathmey Siegel and Sasaki Associates in the design of the George E. Bello Center for Information Technology and and the Hassenfeld Commons landscape completed in 2002. The Academic Innovation Center was added in 2016. The associated landscaping extended the campus green north along the Alumni Walkway.

A great deal of thought is given to the placement of each new campus element. Consideration is given to circulation patterns, the relation between building and landscape, utility infrastructure capacity location and distribution, the potential effect on future development, and a host of other relevant and important considerations. Traditionally at Bryant, the President and Vice Presidents are intimately involved in the formulation and execution of these plans. The best architectural talent is brought in to augment and support this team and the resulting attractive campus is testimony their consistent, careful, and imaginative efforts.

As important as the vision and planning is to the aesthetic and functional development of the campus, equal attention is required to ensure that the buildings and grounds are well maintained and even occasionally repurposed in response to the changing needs of the University. The Campus Management Department is charged with the task of performing an ongoing conditions assessment and maintenance plan for all the elements of the campus infrastructure. The inventory includes buildings, furnishings, mechanical/electrical and utility distribution systems, roads, walks, athletic fields, and landscaping. The resulting Bryant Integrated Facility Plan is an ever-evolving document used to prioritize and plan for addressing these issues. The fruits of the IFP is a long-term capital plan that presents a cogent assessment of the bricks and mortar resources required for the institution to fulfill this mission. The plan is presented annually to the Bryant Board of Trustees.

Financial Management

I. Purchasing Procedures – Facilities Management (FM) adheres to the polices written by the Bryant University Purchasing Department. Please click on the link to view those procedures.

  • Processing Purchasing Requisitions – FM adheres to the procedures listed in the subject line link.
  • Processing Check Requests – FM adheres to the procedures listed in the subject line link.
  • Development of RFP’s – FM will develop all RFPs in accordance with the threshold requirements specified in the Purchasing policies and procedures. In addition, any work that is done on a regularly scheduled basis (i.e, monthly/quarterly service, trash removal/recycling, preventive maintenance procedures), will be awarded to a vendor through the RFP process.

II. Tracking Operations and Maintenance Accounts

At the beginning of each fiscal year, budgets are loaded into the University’s accounting database (Banner). Operating budgets and expenditures are subsequently tracked trhoughout the year using Banner general ledger reports.

III. Tracking Capital Accounts

All capital projects are monitored by their respective Project Managers. The Manager of Financial Operations will review each project with the assigned Project Manager on a monthly basis to confirm/create a cash-flow report that is published quarterly. When a project is completed, any remaining funds will revert to the Facilities Contingency Account for proper disbursement.

Fixed-asset Management

Introduction
The purpose of this section is to set forth the policies, responsibilities, and procedures for establishing and maintaining control over equipment and fixed assets owned by Bryant University. Certain property records and values are required for insurance purposes, budgeting, and for equipment control and utilization purposes. This section prescribes the procedures and forms to accomplish these requirements.

The Bryant University Policy section titled Capitalization of Equipment defines equipment as “tangible personal property that is not a permanent part of a building and does not lose its identity through incorporation into a more complex unit.” The Business Affairs Division is responsible for ensuring that all equipment acquired by the University is properly accounted for when acquired, inventoried on an annual basis, safeguarded throughout its useful life, and properly accounted for at the time of disposal.

Equipment purchased by the University will be either capitalized or expended in the fiscal year in which it is acquired. Equipment purchased having a useful life of more than one year and costing $1,000 or more will be recorded as an annual operating outlay expense. Items costing $5,000 or more will be capitalized in the capital fund.

This entry is intended to assist departments in tracking the equipment they are responsible for, and to accurately report to Business Affairs changes due to transfers, sale to other departments, declaration of surplus, theft, or other movement of equipment that meets the above criteria.

Property Acquisition

Capital equipment may be acquired through purchase, donation, trade-in, or construction. Regardless of the way the equipment is acquired, if it meets the definition of capital equipment, it must be added to the property records and tagged with a Bryant University property tag. These tags are silver in color, with the wording Property of Bryant University at the top, a barcode in the center, and the equipment number below. These tags are to be placed on the equipment in a conspicuous place, so that they can be easily scanned during the annual inventory process.

Title to the property rests with the University, not the department, regardless of whether the equipment may have been donated or purchased from department budget allocations or from special appropriations or allocations. Departments are assigned property for custody using the department attribute, and are responsible for such property. Departments are responsible for completing transfer forms when equipment is moved or otherwise disposed of, in order to transfer that responsibility.

A department is designated as the “Responsible Department” when property is acquired by the department through purchase, gift, or transfer. The Responsible Department is carried on the property and inventory records of the University, and it will be relieved of responsibility only if the property is transferred to another department, declared surplus, traded in on a new acquisition, or reported as lost or stolen to the Department of Public Safety. In these cases, the responsible department must fill out the appropriate form and forward it to Campus Management so that the adjustments can be made.

All items will be carried on the accounting records at cost or purchase price. This will include shipping, installation, and training costs. Where the actual purchase price cannot be established, as in the case of a gift, fair-market value may be used. Purchase of items with trade-ins will be recorded on the property records at the actual cash paid plus the allowance for the old piece of equipment that was traded in. Lease/Purchase equipment will be recorded at the total applicable rental paid plus any remaining purchase price or residual.

Reconditioned items will be recorded at the total purchase price plus all reconditioning costs. Reconditioning of already owned items normally will be charged to expense, and the initial property records will remain unchanged, unless the amount is in excess of $1,000 and will prolong the life of the asset more than another year. These will be considered improvements, and a separate property record should be kept on these betterments.

Property Movement

The movement of equipment on campus is sometimes necessary. Whenever equipment is to be moved from one location to another, it is necessary to notify Campus Management and Purchasing and Auxiliary Services so that property records may be updated.

Condition Assessment

Introduction
The purpose of this section is to set forth the policies, responsibilities, and procedures for conducting facilities condition assessments at Bryant University.

Residence Halls

The Facilities Group will conduct condition assessments in conjunction with a designee from Residence Life in selected residences during winter break. The assessment will determine whether additional repair/rehabilitation will be required to bring a unit up to the health/sanitary codes and livability for students. During the assessment, charges for repairs, if any, are determined and the billing is handled through the Residence Life group. Any necessary repairs will initiate the work-order process, and a work ticket is generated for each needed trade.

Administrative Areas

The Facilities Group conducts periodic checks of areas populated by administrative offices and classrooms. These assessments are conducted during the spring break and summer break timeframes. Any emergency repairs are conducted immediately. Any work requiring a major expenditure is forwarded to the Capital Projects Group to be entered as a candidate for a capital improvement.

Building Envelope

During the winter months, as a means of preventive maintenance, the Facilities Group conducts periodic inspections of the building envelopes to assess energy efficiency with regard to infiltration/exfiltration. The buildings are assessed via infrared scanner to determine if they are weather tight.

Campus Communication

The purpose of this section is to set forth the policies, responsibilities and procedures for providing campus communication at Bryant University between the Facilities Group and requesters.

The Facilities Management Group will respond to all Electronic work requests via e-mail directly to the requester. One e-mail will notify the requestor of receipt of the work order, and another will notify the requester of the status of the work order. For any requests made by telephone, the only confirmation communicated by the Facilities Management Group will be from the worker making the repairs.

Campus Management often conducts projects that adversely affect the flow of community activities. When this situation occurs, it is necessary to notify the community via e-mail of the affected areas and the period that the area will be affected. A global email is sent through the Vice President for Business Affairs, by the Director of Facilities, notifying the community of the start and finish of the work as well as the affected activities/areas.

Exterminating Services

The Facilities Management Department is solely responsible for administering exterminating services at a periodic rate to all buildings. These services may be performed by inhouse Facilities personnel who possess the proper licenses and training, or by outside contractors.

All costs of general exterminating services throughout the facilities will be annually provided for in the Facilities Management budgets. Exterminating services for food service areas and culinary instructional areas will be administered by Facilities Management, but charged to the respective department.

Any areas witnessing problems with rodents or insects should contact the Facilities Management Office immediately. Treatment services will be scheduled as soon as possible. Except in extreme situations, treatment will always occur at times when the buildings are least occupied.

Occupants’ Responsibilities

Although Facilities Management is responsible for the overall Facilities operations, it is the responsibility of each individual to see that fellow employees, students, materials, and equipment are in compliance with University, state, and federal policies and procedures. Department heads are responsible for the overall safety and security of their respective areas.

Campus Refuse Disposal

The Facilities Management Department is solely responsible for the collection and disposal of campus refuse. The Department will make every effort to ensure that disposal and collection of refuse is timely and in full accordance with all state and federal regulations governing this function.

Due to the excessive costs associated with disposal, the Department will make every effort to diminish the trash stream through recycling procedures and conservation.

All costs associated with refuse removal will be annually provided for, annually, in the Facilities Management budgets.

Roof Access

It is the policy of Facilities Management that University building roofs are strictly off-limits for experiments or any other activity other than Facilities Management construction or maintenance. Only authorized personnel are permitted on the roofs. Authorization to access any roof must be obtained from the Director of Facilities Management.

Sign and Poster Placement

Temporary signs, banners, posters or other types of signs advertising University events are permitted with the following restrictions:

  1. All student-related signs must be stamped for approval by Student Affairs and indicate “remove by” date. Material not stamped will be removed.
  2. Signs may not be attached to the interior or exterior of any building except at designated locations.
  3. Exterior signs will not be displayed on campus signage, traffic signals, trees, sign posts or lamp posts. Free standing signs may be placed around the grounds with the prior approval of the Center for Student Involvement of the Director of Facilities Management or his/her designee.
  4. Interior signs will be confined to bulletin boards or similar areas identified for said purpose. Adhering signs and other displays to walls, doors, railings, windows, or similar interior structures causes damage and therefore, is prohibited.
  5. All displays must be promptly and completely removed by the removal date or completion of the event.

Vehicles on Grounds and Paths

It is the policy of the Facilities Management Department that University and private vehicles are not permitted to be driven on the grounds or pathways without explicit permission from the Director of Facilities Management and/or the Director of the Department of Public Safety.

Uniforms and Equipment

The professionalism exuded by staff on campus may be strengthened not only by working smart, sensibly, and consistently, but also by the conspicuous presence of a uniformed, mobile work force. The University will provide all facilities personnel with uniforms and equipment necessary to project a professional presence on campus.

Emergency Closings

I. Purpose:

If hampering snow conditions, physical plant problems, or a national/state/local emergency develops, it may be necessary to close Bryant University.

In emergencies, employees are designated as:

  1. Faculty
  2. 12-month employees
  3. Essential staff

a. Security staff

b. All grounds maintenance and custodial staff

II. Procedure:

Essential staff employees, as defined, must report to work under all circumstances. There has been no attempt to equate the relative danger in travel conditions for students versus employees. It must be assumed that an employee, whose road/traffic situation prohibits his/her getting to the University, is within reason and right in determining not to endanger life and limb.

Recharge Policy

Residential Recharges

A work request is entered into TMA work order management system (either manually if from a custodian or online if from faculty, staff, or students). Once done, it is designated as a Service Call. The service call is given to the lead trades person.

Should the request involve residence hall, townhouse, or senior apartment repair/damage, the lead trades person returns the Service Call to the Facilities Work Control Coordinator and writes the recharge amount (from his/her copy of the Recharge Rates Chart), along with what was done to remedy the repair/damage. Technician labor costs are included in all recharges, along with the material cost to repair/replace the damaged item.

The Vandalism Report containing date of repair, location of repair, damage description, and recharge amount is saved (in the TMA Database), and a hardcopy is sent via interoffice mail to Residence Life. A sample of this TMA Vandalism Report can be printed two different ways depending on how much information you need to “see” on it.

  • Vandalism Detail Report
  • Vandalism Report

Overtime

Every effort is made to perform routine predictable services required by the community during normal work hours. Organizations are recharged when it is necessary to have facilities staff or custodial, maintenance, or grounds personnel perform duties outside of their regularly scheduled work hours. As it relates to campus wide events, personnel requests are made through Central Scheduling with details of event time, location, setup, and staffing requirements. Account numbers for recharges are requested at this time.

  • On the weekly time sheets, department supervisors flag the employees, hours, and the name of the event that was worked.
  • A list is made each week of all overtime hours.
  • A worksheet is completed for each organization’s rechargeable hours.
  • A recharge form from the Controller’s Office Web site is completed and copies are sent to the organization being charged along with a copy to the Controller’s Office.

Departmental  

Gasoline:

Once the weekly gasoline consumption is calculated and accounted for, we recharge the Director of Athletics, the Bryant Center Manager and the Director of the Department of Public Safety for the gasoline used by their vehicles on a monthly basis. A recharge form from the Controller’s Office Web site is completed, and copies are sent to the department being charged, with a copy to the Controller’s Office.

Material for Work Performed:

The Facilities Department is tasked with maintaining all equipment and buildings on the Bryant Campus. Existing equipment is repaired on an as-needed basis. Maintenance and repair are the primary functions of the department. Requests for new installations will be charged to the department requesting a new installation. Examples of requests that fall within this category would be include additional electrical receptacles, or additional office shelving. Individuals who request items outside of those determined to be regular maintenance will have their requests reviewed on a case-by-case basis by the Facilities Department; a cost estimate for labor, material, and delivery time will be provided by the facilities engineer. The specific request should be addressed to the facilities engineer by the department manager, who must also provide a valid Bryant account number for the work. Upon completion of the estimate, the facilities engineer will provide a written estimate for the request. If the estimate is approved by the department manager, a work request will be generated, and the work will be scheduled.

The recharge dollar amount and account number to be billed is supplied on the work request, and then a recharge form from the Controller’s Office Web site is completed and copies are sent to the department being charged, with a copy to the Controller’s Office.

Facilities Management Maintenance Operations and Services

The Facilities Maintenance trades division consists of electricians, carpenters, plumbers, painters, HVAC mechanics, and locksmiths. These groups are responsible for all routine, emergency, and preventive maintenance on the University campus. They are also responsible for all summer resident-hall rehab work that is necessary for the quality of student life on campus.
Work Order Management

The purpose of this section is to set forth the policies, responsibilities and procedures for opening, closing, and initiating work orders at Bryant University. This section prescribes the procedures to accomplish these requirements.

 

I. User-initiated Online Work Orders

    • Users will visit the Facilities Management Web site atand select “Work Order Management.”
    • The browser will load the Facilities Management Web site.
    • The user will be prompted to click another link to get to the service window.
    • In the left-hand window of the iService Desk screen, the user will select “submit a work request.”
    • The user will follow the prompts and arrows to submit an online work request.
    • When completed, the system will generate an email to the user on the status of his/her work order at key periods during the process, should the user submit an e-mail address.
    • Online work orders are to be completed in non-emergency situations only.

Emergency Requests

The following items are considered emergencies and should be immediately called in to the Facilities Management Call Center at Ext. 6052:

      • Water Faucets, showers, or toilets that are overflowing and will not shut off
      • Electrical outlets that are sparking or have tripped the circuit breaker
      • No heat in a room or office
      • Vandalism relating to locks
      • Lock-outs
      • Lost access cards and/or Fobs
      • Food-service repair emergencies

II. Facilities Management-initiated Work Orders

Facilities management staff will follow the same guidelines set forth in Section I above.

Should a request come from an end user during the start of non-related repairs, the Facilities Staff member will encourage the user to submit a work request utilizing the aforementioned procedures.

Should a request come from an end user during the commencement of a related repair, the Facilities staff member will note the additional work on his/her work ticket and notify his/her supervisor of the action. Under no circumstances will a Facilities Staff member conduct work without proper authorization and recording of that work on a work ticket.

III. Opening and Closing Work Orders

The work request dispatcher will log onto a computer that has the appropriate maintenance management software installed and will follow the directions prescribed in the manual that is located with the Facilities Coordinator.

III. Reporting Work Orders

All reports that are communicated outside of the Facilities Management Department require the approval of the Director of Facilities or his/her designee.

Maintenance and Operations

 

PROCEDURES:

  • HVAC – Responsible for all heating, ventilation, air-conditioning, and refrigeration needs throughout the campus. Maintains all control systems in order to ensure smooth and efficient operations.
  • PLUMBING – Responsible for all related plumbing needs of the University. This includes but is not limited to all bathroom facilities, showers, sinks, toilets, urinals, etc.
  • CARPENTRY – In addition to performing general infrastructure maintenance work to all buildings on campus on a regular basis, the carpentry shop, through the work request system (see Facilities Web site), makes timely repairs to all Resident Halls assuring Bryant University students the opportunity to have a safe and operationally conducive environment for learning.
  • ELECTRICIANS – Responsibilities include but are not limited to maintaining the indoor and outdoor lighting and power requirements throughout the campus including the fire alarms systems. Through the work request system (see Facilities Web site), all electrical problems concerning students, faculty, and staff are attended too in a timely manner.
  • PAINTERS – All interior and refurbishing painting functions are performed on an ongoing basis through the school year. As with all the other trade departments, resident-hall painting rehab is completed during the summer months. In addition, infrastructure painting needs are conducted during the winter break to minimize disruption to Bryant University students, faculty, and staff.
  • LOCKSMITH – The responsibilities of the locksmiths are to provide access through mechanical and electronic means to facilitate optimum use of the University facilities. They are also responsible to address access concerns, while maintaining an appropriate level of security on campus.
    • Key control policy for faculty and staff:
    • All keys must be issued by and returned to the Facilities Management Lock and Key Shop.
    • No deposits will be required.
    • No key will be issued by or turned in to any person or office other than the Facilities Management Lock and Key Shop.
    • No more than one key will be issued for the same area per person.
    • Lost and/or stolen keys must be reported immediately to the Department of Public Safety, Ext. 6001.
    • All keys must be returned to the Facilities Management Lock and Key Shop before a person leaves the University’semployment.
    • No key will be issued without a properly completed Key Authorization Card.
    • Line of Authority for key authorization:
      • Grand Masters – By authority of the Vice President responsible for the area and the Director of Facilities Management.
      • Masters – By authority of the Director responsible for the area and the Director of Facilities Management.
      • All others – By authority of the Administrator responsible for the area and the Director of Facilities Management.
    • To control continuity and security over the campus key system, the only lock cylinders and keys to be used on any area of Bryant University are those authorized and installed by the Lock and Key Shop.

Custodial Services Policy and Procedures

Contacts

  • Manager of Custodial Operations, Ext. 6562
  • Superintendent of Housekeeping, Ext. 6054
  • Shift Supervisor of Custodial Operations, Ext. 6436

Policy:

The Custodial Services Department of Facilities Management provides routine services to all University facilities and infrastructure. Since most classrooms and administrative/faculty and staff offices remain open throughout day and evening hours, much of the routine cleaning of these areas must be undertaken during the overnight hours by the third (night) shift during the hours of (10 p.m. to 6:30 a.m.). In addition, custodians on first (day) shift during the hours of (6 a.m. to 2:30 p.m.) clean and maintain all residence halls, service restrooms and clean other areas that can be done without undue interference to staff. Additional services are also provided to the community through the Receiving Department from 6 a.m. to 4:00 p.m. daily.

PROCEDURES:

Housekeeping

  • All internal and external offices are vacuumed and trash/recycling removed daily.
  • Restroom, classrooms, and public areas (lobbies, entryways, etc.) are cleaned daily.
  • Residence Hall restrooms, hallways, stairwells, study rooms, and all common areas are cleaned daily.
  • Floor care, such as auto scrubbing, burnishing and/or refinishing, is performed nightly.
  • Window and wall cleaning are performed daily as needed.
  • Carpets are extracted (shampooed) by request (scheduling should be done through online work request at facilities Web site.)
  • Purchase and distribute all sanitary paper products, trash liners, and cleaning supplies to proper locations as needed.
  • Custodial services are provided for University events on an overtime basis as requested. (i.e. Commencement, Parents and Family Weekend, Spring and Fall Open Houses, etc.)
  • Overtime custodial services are provided for weekend trash/recycling removal and emergency situations that may occur on weekends during the overnight hours.

Trash and Recycling Removal

  • Trash and recycling are picked up daily outside the residence halls. (See facilities Web site for instructions as to how and where to bring the trash/recycling.)
  • Recycled materials in all other buildings are picked up on a daily basis.

Receiving/Delivery of University-related Materials

  • Receive and distribute UPS and Federal Express packages to administrative and faculty offices on a daily basis.
  • Receive the U.S. Mail and deliver to the University Post Office six days a week.
  • Deliver bulk U.S. Mail to the Providence, RI Post Office approximately twice a week.
  • Receive and distribute office paper products and all University brochures as needed.

Meeting Rooms and Event Setups

  • Perform athletic, conference, and special event setups on a daily basis as requested.

Furniture Relocation

  • Perform office and/or furniture moves as requested.

Weather related delays or cancellation information due to a snow emergency may be obtained by calling the Bryant University Information Line at 401-232-6002.

Grounds Department

The Grounds Department is responsible for the overall appearance and maintenance of the campus roads and grounds encompassing the entire campus. The University comprises 420 acres of land with several miles of roads, and over eight miles of walks. It is the goal of our office to enhance the University experience for students, faculty, and staff by maintaining a clean and safe environment. Specific duties provided in support of the University are as follows:

  • Maintain all horticultural materials such as turf, trees, evergreens, shrubs, vines, ground cover and flowering plants
  • Watering trees, shrubs and flower beds
  • Shrub pruning and tree trimming
  • Collecting and disposal of leaves
  • Maintenance of storm drains
  • Maintenance of fountain and irrigation systems
  • Maintenance of fire hydrants
  • Installation of special event signage
  • Litter and debris control
  • Snow and ice removal

The majority of Grounds department services are performed Monday – Friday between the hours of 7 a.m. and 3:30 p.m.

 

Snow Emergency Plan

The Bryant University Emergency Snow Plan has been implemented to provide successful and responsive removal of snow from all campus roads, sidewalks, walkways, buildings, dorms, townhouse entrances, and parking lots. Snow removal is considered emergency work and therefore considerable overtime cost may be required. Careful planning and preparation prior to the snow warning is vital to minimize this cost. Variable conditions encountered, such as rate and accumulation, moisture content, temperature, and time of day, will activate the Emergency Snow Plan.

Emergency Snow Plan may be activated by the:

  • Department of Public Safety
  • Assistant Vice President for Campus Management
  • Director of Facilities
  • Manager of Grounds Division
  • Facilities Engineer
  • Assistant Facilities Engineer

Guidelines for activating Emergency Snow Plan:

  • Winter Storm Warning forecasting 3” or more
  • Winter Storm Warning for Severe Icing, forecasting freezing rain
  • Winter Storm Warning for Heavy Sleet, forecasting ½” or more

Guidelines for Response Activation:

  • Upon Emergency Snow Plan activation approval, the Manager of Grounds will begin to contact all Grounds and Custodial/Trades Snow Removal Teams at least two hours prior to forecast starting time.

Parking Ban:

  • Student parking is prohibited in the Faculty, Staff and Commuter parking lots. Fire Lanes need to remain open and accessible at all times. Grounds Workers will keep stockpiled snow away from sightlines at all intersections of the University. Students remaining on campus during winter break are encouraged to park their vehicles in front of the tennis courts during a snow emergency.

Emergency External Snow Removal Vendors:

  • External emergency snow vendors will be utilized when snow forecast exceeds 8.” Vendor notification will be handled by the Manager of Grounds.

Essential Personnel: All employees holding the Custodial and Tradesmen classifications are considered essential personnel and will be required to report to work during snow emergencies within their normal assigned working hours unless otherwise advised.


Athletic Field Complex Fall Maintenance and Winterization

Procedures

 Baseball and Softball Fields

  • Final cut and clean
  • Add infield mix and conditioner for stabilization and preparation for early spring practice
  • Grade infield utilizing Laser Alignment
  • Sod Cut infield lip to level
  • Deep tine and aerify turf
  • Address pitcher mound and install new rubber
  • Address home plate and batters boxes
  • Apply dormant fertilizer to all turf
  • Install tarp on infield and secure for winter

Sutton Fields

  • Final cut and clean
  • Apply dormant feed to all turf areas
  • Spray application for snow mold

Varsity Practice Field

  • Final cut and clean
  • Deep tine and aerify
  • Apply top dress and over seed
  • Apply dormant fertilizer

 Intramural Fields

  • Final cut and clean
  • Solid tine fields
  • Apply top dressing and over seed
  • Apply dormant fertilizer

Track Field

  • Final cut and clean
  • Apply herbicide and dormant fertilizer

Field Hockey Field

  • Final cut and clean
  • Deep tine turf
  • Top dress
  • Address goal mounts
  • Apply herbicide and dormant fertilizer
  • Spray application for snow mold prevention

Stadium Field

  • Final cut and clean
  • Apply gypsum to fracture soil
  • Apply herbicide and dormant fertilizer
  • Spray application for snow mold prevention

Irrigation System

  • Blow down all lines and secure to prevent freezing

Spring

  • Remove all tarps
  • Inspect condition of all fields to access winter damage
  • Evaluate assessments, and report and program with Denis Brolin, Sports Turf Specialties
  • Initiate rolling of all areas
  • Initiate de-thatching of all areas
  • Initiate cleaning all areas
  • Spring fertilization program

Athletic and Outdoor Event Setups

General

Requests for Bryant University-sponsored events must be submitted by the sponsoring group. All requests must include a valid account number. Although there is generally no fee associated with an outdoor event unless labor is requested, the account number will be used should the space be damaged or improperly cleaned after an event. The request must be submitted a minimum of five business days prior to the date of the event. The business day ends at 5 p.m. so requests submitted after 5 p.m. will be received the following business day. Applicants are required to provide as complete a description as possible. If an event is planned that includes amplified sound, a tent, or catering, additional time for processing will be needed.

Athletic Fields

Recreational Fields and Practice Fields are designed to support Intramural and Club Sport activities, who hold first priority for the space. Therefore, fields that appear “available,” may actually be in use for sports programs. Any inquiries for athletic fields must be directed to the Athletic Director’s office to check for availability prior to submitting a request for athletic field usage. Tents are not allowed on any Athletic Fields.

Certificates of Insurance

When an outside vendor comes onto campus, the vendor must provide the University with a certificate of insurance that must be approved by the University’s Director of Risk Management. This certificate must show that the vendor has commercial general liability in the amount of $3 million per occurrence and must name Bryant University as an additional insured. Companies often add language that includes that the addition of Bryant University is for a specific date or the duration of an event.

Food and Alcohol

Alcoholic beverages must be supplied and served by a licensed caterer. The name of the caterer must be entered on the Request for Field Use. The organization may purchase and prepare (grill) food for an event provided that approval is given by the Facilities Management office.

Security

Each event will be reviewed by DPS to determine if security is required. If it is determined that security is necessary, DPS will indicate the number of officers that are required to work the event and what specific duties the officers will perform. The event sponsor must arrange for security at least two weeks in advance of the event.

Tents

Events with tents require a Town of Smithfield tent permit. All fees and arrangements for inspections by the Fire Department must be made in advance of the Request for Field Use. A copy of the tent permit must be sent to the Facilities Management office in order to receive final approval for the event.

Electricity

Facilities Management must have all electrical requirements a minimum of two weeks prior to an event in order to determine the staffing necessary for the event.

Car Washes

Requesters will need to request hoses and valve-control tools for use during a car wash. Use of the equipment is free; however, the account number on the request will be used for replacement of any damaged equipment or items not returned. Specific arrangements for the equipment can be made in advance by contacting Facilities Management at Ext. 6052.

Vehicle Accessibility

All Facilities-owned cars, trucks, vans, buses, and other motor vehicles will be controlled and kept in service by the Facilities Management Department. When available, they may be used by other departments/divisions for University-related purposes on a cost basis and on other terms as may reasonably be established by the Director of Facilities Management.

Grounds Equipment

These vehicles are solely for the use of the Grounds department at Bryant University. Under no circumstances are these vehicles to be rented, loaned, or taken off site without the express permission of the Director of Facilities Management.

Maintenance Vehicles

These vehicles are solely for the use of the Maintenance department at Bryant University. Under no circumstances are these vehicles to be rented, loaned, or taken off site without the express permission of the Director of Facilities Management, Facilities Engineer or Assistant Facilities Engineer.

Forms

Equipment Relocation Request FormVehicle Request Form

Campus and Environmental Planning

Campus and Environmental Planning consists of campus infrastructure assessment, building commissioning activities, Environmental, health and safety compliance, energy and utilities management and records management.

Commitment to Environmental, Health, and Safety

Bryant University is committed to protecting the health and safety of all members of the University community and our environment. The Bryant Policy is:

  • Provide facilities and operations that are safe and healthful;
  • Strive to prevent all occupational injuries and illnesses by emphasizing safety management, education and training, and safe work practices;
  • Comply with all applicable health, safety, and environmental laws and regulations;
  • Minimize waste, and reuse/recycle material when it is economically and environmentally appropriate;
  • Ensure that health, safety, and environmental protection is a principle consideration in the design, construction, and renovation of all buildings and facilities;
  • Communicate broadly our health, safety, and environmental activities and performance

All members of the University community, including students, faculty, staff, and contractors, are expected to be cognizant of, and conform with, University policies and procedures and share the responsibility for minimizing risks to health, safety, and the environment.

Faculty and supervisory staff must ensure that their employees and students work in a safe, healthful, and environmentally responsible manner and comply with all applicable laws, regulations, University policies, and procedures.

Construction and Capital Project Management

Construction and Project Management consists of construction management and execution, project development and management, design review management, estimating and forecasting, value engineering, and municipal code management.
Contacts

  • John Metcalf, Executive Director of Capital Projects, Ext. 6977, jmetcalf@bryant.edu

Capital Project Planning (major projects)

Fulfillment of the academic plan is accomplished by creating a physical environment conducive to the goals of the University. The academic goals of the University are the primary impetus to all campus planning. As the academic and enrollment plans evolve, it is possible to define the individual physical development projects that address the academic and support requirements of the institution. At Bryant University the President, supported by the Vice Presidents and their staffs, plan and envision the course of campus development. All proposed initiatives are prioritized in support of the strategic plan. These initiatives can address maintenance and repair needs, renovation to upgrade facilities to a higher standard, alteration to convert existing space to serve a change in function and new construction that supports the ongoing University Mission.

The first step in the planning process is the development of a program statement that is the written description of the proposed physical development plan. The development of the program should be led by a professionally qualified leader, often a Project Manager (PM) with the Campus Management Staff. The PM brings together members of the community selected by divisional Vice Presidents architects, engineers and qualified consultants to define the project objectives.

In large capital projects, the architect is often the first professional engaged in the process. The architect develops a conceptual plan to satisfy the intent of the program. Often, at this stage, an estimator or Construction Manager (CM) is engaged to develop cost ranges and preliminary construction schedule. These are presented to the President and his cabinet for assessment. Projects that fit the financial and program requirements of the institution are allowed to proceed to the various planning, documentation, and bid stages.

Budget Development

A project budget includes all of the costs pertaining to the completion of a project; it contains so-called hard construction costs and the soft costs for planning and miscellaneous fees and expenses. In the early stages of planning, estimates of these costs are provided by professional estimators or construction managers. Early pricing is often based upon comparison with recent projects on a cost-per-square-foot of area or a cost-per-occupant. As the plan becomes more detailed, such as at the end of the design development and subsequent construction documentation process, then more precise estimates can be developed. Accurate cost control through the design process helps to ensure that the project will emerge from the bidding process consistent with program and financial objectives.

Normally the planning process culminates in the completion of a thorough set of construction documents that are distributed to a pre-approved list of bidders. The bidders are invited to submit competitive bids on or before a specified time to the Director of Purchasing. However, when a CM is engaged by the University to manage the project, the CM receives all subcontractor bids and provides the University with an analysis and recommendation of which subcontractors should be engaged on behalf of the University.

For smaller projects of limited scope, budgeting can occasionally be done by a University PM who may use historical cost records, published cost data, or advice from trusted subcontractors to establish a reliable estimate.

(Minor Projects) An annual capital request process provides department budget managers with an opportunity to propose specific capital projects for the consideration by the President’s Cabinet. A notice is issued by the Director of Capital Projects to Budget Managers who are asked to submit requests to their respective Vice Presidents. The Campus Management Staff often provides assistance in the preparing the cost estimates for these proposals. The Vice President selects projects to pass on to the entire Cabinet for review. Projects approved by the President and his Cabinet are passed on to the Board of Trustees for final approval.

Capitalization Policy

Not all projects qualify as a Capital Project. The following policy establishes the criteria for what can and cannot be capitalized.

Bryant University Fixed-asset Capitalization Policy

Contract Management

Capital projects involving the campus infrastructure are usually managed by the Director of Capital Projects and the Project Management Staff. Early in the planning process, the Director assigns a PM to the project. The PM follows established procedures for acquiring the services of the design professionals and arranging for meetings with the University Review Committee. When the design is complete, the PM procures the project in accordance with established University Procurement Procedures. For major Capital Projects, a construction manager is often selected during the early stages of the design process. The selection of the CM is normally made by the Vice President for Business Affairs and the President through a comparison of three or more competitive proposals. For exigent projects when the overall project schedule does not allow for a competitive bid process, the CM can be selected by a negotiated bid providing fixed percentages of Fee and General Conditions.

The nature of the project determines the type of contract document used to define the scope and obligations of each party. As a rule, the University provides a modified version of a standard American Institute of Architects Document.

The University PM provides leadership to the project team and manages the overall project schedule and budget. She/he reviews the quality of the work and ensures that the project is constructed in accordance with the construction documents. She/he reviews payment requests; acts as University liaison to architects, engineers and consultants, and the Campus Community, and guides the project through the regulatory approval process. The PM ensures that accurate records are kept of project costs, shop drawings, operation and maintenance manuals, written guarantees, inspections and closeout documentation. Finally the PM procures furnishings and equipment and oversees the final punch list, certificate of occupancy, and training for the building maintenance staff.

Bidding Process

Normally projects are bid competitively. Once plans and specifications are complete, the project is put out to bid. Contractors and subcontractors from Rhode Island and neighboring states are invited to fill a select list of bidders. The University has employed a variety of construction procurement methods, such as Lump Sum Bid, Fast Track, and Design Build but currently the most common method is Construction Management. In Construction Management projects, the construction manager divides the project into logical subcontract bid packages and invites multiple qualified subcontractors to submit bids for each package. Comparisons are made of the most attractive bids, and a scope review is conducted to ensure that the bidders have considered all elements of the required work. Once the CM has subcontracted a substantial amount of the project work on a particular project, he/she is normally asked to provide the University with a Guaranteed Maximum Price. This establishment of a GMP places the contractor in an “at risk” status, in that under the terms of the Contract the CM holds all the subcontracts and the only allowed changes to the contract cost will be through a properly executed Change Order.

In some cases, for example smaller projects, University PMs will perform the duties of CM and hire the subcontractors directly.

Contractor Safety Procedure

1. Purpose

The purpose of these procedures is to ensure the safety of the Bryant community.

Contractor work on the Bryant University campus is no different than other University activities in that they require planning, training, and supervision and care to minimize risks and achieve safety standards. University managers must show due diligence in selecting and awarding contracts to competent contractors who are trained to protect themselves from all potential and existing hazards and provide a safe working environment.

These procedures highlight the issues involved for all staff engaging contractors to undertake work in the University.

2. Definitions

Contractor: A person or persons contracted to provide materials and labor for a specific purpose within the confines of the campus.

Contract: A formal agreement to complete a service or carry out a specified activity. The type of contracts will depend on the level of financial risk, the duration of the contract and the value of the contract.

License: Official permission issued by the governing regulatory authorities. These include forklift licenses, rigger certification, etc. All licenses must be current and furnished on demand.

Permits: Official permission issued by the relevant authority in respect of prescribed activities. The relevant regulatory authority may issue permits or internal permits may be issued by the University for prescribed activities conducted on University premises.

Hazard: Situation with the potential to cause injury and / or property damage

Risk: The likelihood that a hazard will cause an injury and / or property damage and / or financial loss.

Risk Assessment: The process of identifying hazards and assessing and recommending methods of controlling those risks associated with a particular project.

Project Manager: This University employee is responsible for the management and coordination of the contract.

Construction Manager: This person or entity is responsible for the coordination of the various contractors and the successful completion of a designated construction project.

Safety Plan

The contractor must have a plan in place to train all workers on all safety and health hazards and provisions applicable to the type of work being done. This plan must be in place for all major and long term contracts. It is the contractor plan that outlines how environmental health and safety will be managed for the project.

3. Procedure

3.1 Authority to engage contractors

The authority to engage contractors is specified in the University’s Business Affairs website under policies and procedures. All University employees that engage and manage contractors must monitor the contractor’s compliance with the contract throughout the duration of the work.

3.2 Responsibilities

The project manager is responsible for conveying to contractors the importance of environmental health and safety through:

  • Specification requirements
  • Contractor selection, assessment and engagement
  • Obtaining and keeping on file MSDS sheets on chemicals that contractors are using

3.3 Pre Contract Stage

Designate a representative to coordinate all safety and health issues and communicate with the University’s designated representative.

3.3.1 Type of contract

The contract represents an agreement between the University and the contractor. It is essential that the contract clearly expresses the intent and scope of the work and covers the legal issues involved.

Minor contracts (to a value of $50,000)

The contractor must have a thorough understanding of hazards and risks associated with the contract. The contractor must have established environmental health and safety systems.

All operators must be appropriately licensed and authorized to use equipment registered as required.

A risk assessment must be undertaken for the work by the contractor and reviewed with the University’s project manager.

Major contracts (in excess of $50,000)

In addition to the above requirements, contractors must have a formal environmental health and safety management system. The health and safety systems will include a formal risk assessment for the contract, and require that the contractors report on environmental health and safety performance during the contract.

3.3.2 Selection of contractors

Selected contractors must be able to demonstrate that they are experienced and competent to carry out the required work with regulations and accepted safety standards.

3.3.3 Evaluation

One of the criteria on which bidders must be evaluated is the bidders environmental health and safety management systems.

This evaluation will establish the level of competency of the bidder with regard to health and safety in general and in particular to bidder requirements and all relevant information must be requested and provided before work commences on site.

The Safety Management Plan should include:

  • Responsibilities
  • Documented training that the contractor has undertaken
  • Safe Work Procedures
  • Risk Assessment
  • Safety Inspections
  • Safety Consultation, between Contractor Employees and the University
  • Personal Protective Equipment
  • Emergency Procedures Including First Aid
  • Incident Recording
  • EH&S Performance Monitoring

The contractors’ environmental health and safety management system must be evaluated by University management prior to the contract being awarded.

3.3.4 Indemnity

The contractor must indemnify the University, its board of trustees, agents and employees for any liability, loss damage, claim or proceedings resulting from any act, omission or negligence on the part of the contractor or the contractor’s agents, employees or sub-contractors.

3.3.5 Insurance

The contractor must submit proof of insurance and comply with the insurance clauses of the University’s contract documents. An independent contractor must complete a Notice of Designation as Independent Contractor Pursuant to RIGL 28-29-17.1 registering with the State of Rhode Island athttp://www.dlt.ri.gov/wc/pdfs/Forms/Employer/DWC_11_IC_Mar06.pdf

3.4 Contract Stage

At times, the contractor will perform its work while the University is operating, if necessary, and establish necessary safe practices to permit work under operating conditions without endangering the University’s employees, students or property. This includes but is not limited to barricading, sign-posting, and flagging and fire watches.

Make sure that any equipment, chemicals, or procedures used by the contractor to perform contracted work meet all OSHA requirements.

Be held responsible and accountable for any losses or damages suffered by the University and / or its employees or students as a result of contractor negligence.

3.4.1 Hazard Identification and Risk Assessment

The object of risk assessment is to identify hazards associated with contract tasks /activities. The level of risk will be determined and appropriate risk controls will need to be established by the contractor. The risk assessment must review all hazards that can be associated with the project. Hazards can be physical, chemical, ergonomic, psychological or biological.

The successful bidder in relation to the contract shall complete a risk assessment form and submit it to the contract manager for approval prior to commencement of work. The risk assessment shall take into consideration scheduling of work to avoid disruption of activities, areas not to be entered or services to be isolated as part of the work.

 3.4.2 Monitoring Contractors

The individual contractor is responsible to monitor their own performance with respect to adherence to all applicable ordinances and regulations.

3.5 Records

The University must retain contract records during the period of the contract and for four years after completion of contract.

Municipal Relations

Bryant University values the good will of the state and local communities The importance of successful public relations is critical in pursuing certain facilities projects. The institution depends on the soundness of these relationships for needs ranging from simple permits for building demolition to positioning public opinion in favor of major growth plans.

A healthy relationship is dependent on maintaining an open line of communications between local officials and a generally good public opinion of the role that the University plays within the community.

Bryant University, with its excellent educational programs and attractive campus is well positioned to be considered an important asset of the Town of Smithfield and the State of Rhode Island. However, maintenance of this impression cannot be taken for granted. A concerted, ongoing effort must continue to be made to achieve and maintain this image.

The overall responsibility for community relations is a multi-divisional team effort. The President and his office are often the first contact on matters of community concern. University Relations normally spearheads any public communication effort. Student Affairs is often involved in matters of Public Safety and student/community relations. Business Affairs is normally involved in matters of interest to specific town departments such as Building/Zoning, Fire Officials, and the Public Works Department. It is critical that the timing and content all important University communications with town and state officials be coordinated, open, and consistent. This critical role is managed by the University President, Vice Presidents, and University Relations.

Bryant hosts periodic meetings with town officials where University and community interests and initiatives are discussed. During these sessions, the University President briefs local officials on plans for upcoming projects that may be of mutual interest. The meetings allow for a strengthening of personal alliances and keep municipal officials current on nascent plans and objectives. These meetings also provide an opportunity for the University to present ideas about new initiatives that can further cooperation and community goodwill.

Bryant must continue to demonstrate an interest in the concerns and welfare of the local community. Occasionally the University is able offer the town the use of its facilities or the expertise of its faculty and staff. The community is invited to participate in cultural and sports events on campus. Each year scholarships are offered to Smithfield High School graduates. Bryant University students volunteer for local and state community charitable initiatives.

Periodic economic impact studies are conducted to demonstrate the substantial effect that the University has on the local and state economy. While the University maintains a tax-exempt status, it nevertheless provides significant contributions to the health of the local economy and through its support enables area businesses to offer a greater range of services to the larger community. Over the years, Bryant has also made substantial contributions to the development of the utility infrastructure.

The University strives to cooperate and maintain the respect of municipal officials who have responsibility for interpreting and enforcing local and state regulations. For larger projects, an effort is made to brief key decision makers early and often. Preliminary visits to the Smithfield building and engineering staff, as well as the Fire Department, help to surface technical and procedural preferences and gaining insight into the time that must be allowed to progress through the review process. It is critically important that the University continue to keep its commitments made verbally or in writing.

In addition to placing value on the relations with municipal authorities, Bryant takes particular care to maintain the trust and goodwill of its immediate neighbors who are most impacted by University activities. An effort is made to balance the interests of the University with the importance of having the community see Bryant as a friendly and caring neighbor. Neighbors should be invited to appropriate events and to enjoy the grounds. University officials invite residents to call should they perceive an issue that threatens that relationship. Every effort is made to address these concerns or at least explain when they cannot be addressed.

Records Management and Archive Policy

Project Records

Before a building is physically built, it is first constructed on paper. In order to insure the success of the building process, all of the materials, methods, spatial relationships, and functional outcomes must be described in great detail. The documentation takes the form of contracts, plans, written specifications, schedules, regulatory permits, product submittals, operation and maintenance manuals, test reports, photos. etc. For a particular building or project, the accumulated body of documentation is referred to as the project record. Much of this documentation that makes up a project record has value beyond the initial construction process. Maintenance operations for the life of the structure are dependent on accurate records of all elements of the completed project. These documents play an important part in the building commissioning process that sets the stage for the ongoing maintenance process. Accurate and accessible project documentation is particularly important to the cost-effective upkeep of the active mechanical and electrical systems and the modification and adaptation of these systems over the course of time.

At Bryant, the Project Manager (PM) assigned to a particular project is responsible for the assembly and care of the project record. At the outset of a project, the PM establishes a standardized filing format for all correspondence and documentation related to the project. The PM is responsible for the maintenance and distribution of documentation to all members of the project team within the University, from the inception of the project until project closeout. Following the project completion and closeout period, the original project record is transferred to a common archive for use by all members of the maintenance staff.

Major projects constructed after 2000 have included, as a standard requirement, that the architects and engineers must provide to the University an AutoCAD version of the project plans. These plans are to be included in the limited body of existing building plans that have been converted to the more durable and accessible digital format.

Environmental Records

Regulatory compliance requires extensive record keeping. EPA, OSHA, Fire Department, and other regulators have statutory requirements for documentation to verify the quality of ongoing compliance activities. Records are kept on such issues as; Asbestos Remediation, Air Duct Cleaning, Boiler Inspections, CFC Refrigerant Control, Department of Transportation Manifests, Elevator Inspections, Underground Tank Testing, Oil Spill Prevention and Cleanup, Right to Know Communications, Fire Alarm Inspections, and OSHA Training Records, to name a few. Much of this information is stored in the Facilities archives, and individual files are maintained by various staff members of the operations staff.

Technical Library

The Campus Management Department maintains a technical library consisting of engineering and architectural reference books, product literature, cost-estimating information, and code and regulatory reference books. Much of the library is located in the archives room, and some of the reference materials circulate throughout the administrative offices.

Furniture and Carpet Section Policy

Furniture

Selection and purchase of University furnishings are done either by direct purchase by individual departments (small non-capital orders), or by the Campus Management Department (larger capitalized orders) on behalf of the end user.

Direct purchase by individual departments is limited to small orders confined to individual offices or to fill specialized needs. In this case, the Purchasing Department provides the purchaser with a range of choices that help set standards of quality and choice of pre-qualified vendors. Purchases are made directly by the end user and are usually funded by the department’s operating budget and with the approval of the respective divisional Vice President.

Capital purchases of furniture are often associated with new construction or renovations and require the assistance of the Office of Campus Management. Normally a Project Manager (PM) is assigned to assist a client department in the selection process. The PM may procure the assistance of architects or interior designers, who will offer the client department a range of options that address programmatic, functional, budgetary, and aesthetic needs. Once the programmatic needs are well defined, the PM or the consultant will author a Request for Proposals (RFP) to be sent to three or more of qualified vendors. The RFP will require itemized pricing on all acceptable choices of furnishings and may also allow vendor-suggested alternatives. The RFP will also list all other relevant terms such as prepayment limits, delivery/placement, insurance, warranty, schedule, etc. Vendors will be directed how and when to submit their proposals to the Purchasing Department, who will record the bids and forward them to the PM in Campus Management. The PM in Campus Management will analyze and compare the bids and initiate the normal approval and purchase procedures. The PM will work with the successful vendor(s) during the execution of the work to ensure that all bid requirements are met and that the client departments needs are met.

Carpet

Carpet and floor covering is normally procured through or with the assistance of the Campus Management Department. For capital projects, the specification and recommended selection is made by architects or designers in consultation with the client department. Campus Management is responsible to see that selections are code acceptable and meet reasonable durability standards. Procurement is normally done by capital projects staff for new installations or renovations or by the Custodial Department for normal cyclical replacement. The PM is responsible for the observance of approved University purchasing procedures. Small-dollar projects that require immediate action are usually purchased from a preferred bidder. Larger projects that can benefit from competitive bidding are competitively bid. A PM will issue an RFP listing product specifications for the required carpet. The RFP will also list all other relevant terms such as prepayment limits, delivery/placement, disposal of old carpeting, insurance, warranty, schedule, etc. Vendors will be directed how and when to submit their proposals to the Purchasing Department, who will record the bids and forward them to the PM in Campus Management. The PM will analyze and compare the bids and initiate the normal approval and purchase procedures. The PM will work with the successful vendor(s) during the execution of the work to ensure that all bid requirements are met and that the client department’s needs are met.

Risk Management

The following presents a brief description of the insurance purchased through Risk Management and required conditions of coverage. Insurance policies can be quite complex, and these descriptions are necessarily brief. It is important that you notify the Risk Manager at Ext. 6006 (or e-mail Susan Colantonio atscolanto@bryant.edu) to determine whether a particular incident of injury or damage is covered under these or other insurance policies. Also included under each coverage description are specific claims handling guidelines and procedures. Please contact Risk Management for additional information on these insurance programs and procedures. For instructions regarding requests for Certificates of Insurance, please click on the link provided.
Department Name: Risk Management
Contacts
 

Susan Colantonio, Risk Manager

Ext. 6006

scolanto@bryant.edu

University Commercial Insurance Policies

The University carries a full portfolio of insurance coverage to protect itself from loss.

In addition, the University endorses optional insurance coverage programs for students. The following list represents the major policies maintained.

Policy Type Coverage
Property Loss and damage to Bryant University assets
Boiler & Machinery Damage and loss to facilities boiler & machinery
Crime Employee theft
Automobile University-owned vehicles and domestic rentals
General Liability Commercial general liability (primarily accidents)
Educator’s Legal Wrongful acts liability
Umbrella Liability Excess over primary liability coverage
Medical Malpractice Health Services Physicians and Nurses
Workers’ Compensation Injury or illness arising out of employment
Optional Coverage for Students Personal Property, Tuition Refund, Health Insurance

Bryant University neither accepts nor purchases insurance for activities unless they are directly related to the University’s educational or research mission. The University may purchase separate insurance to limit its exposure whenever the University’s funds can be exposed to loss resulting from ancillary activities related to its mission. When these types of special insurance policies are purchased, the Risk Management Department may charge the cost of the policy to the appropriate department.

 


Insurance for University-owned Property

Property insurance policy covers loss including theft and damage of all real and personal property owned by the University or for which it is legally liable, including improvements and betterments to leased or rented property, any newly acquired locations, or additions to existing locations.

Deductibles:

$25,000 applies only once in any occurrence, regardless of number of buildings or locations involved.

Claims procedures:

When an incident occurs, first call the appropriate maintenance or security department to correct the condition causing the loss. Notify the Risk Manager within 24 hours of property/equipment loss either by e-mail at scolanto@bryant.edu or by phone 401-232-6006. It is important that the Risk Manager be notified within 24 hours so that a claims representative can tour the site if necessary. To arrange reimbursement of covered costs upon completion of the repairs, copies of all paid invoices should be forwarded to the Risk Manager for reimbursement. The Risk Management Department will credit your department’s account for the amount of the verified loss, less any deductible, when the reimbursement is received from the insurance company. The account number to be credited should thus accompany invoices.

Notify the Risk Manager within 24 hours of property/equipment loss either by email: scolanto@bryant.edu or by phone 401-232-6006.

Boiler & Machinery/Equipment Breakdown

Boiler & Machinery/Equipment Breakdown policy covers all boilers, metal piping, pressure vessels, unfired pressure vessels, and refrigeration or air-conditioning systems required of state inspections. Deductible is $25,000.

Contact the Risk Manager regarding all claims pertaining to Bryant boiler/machinery property or equipment.

Crime

Crime policy covers employee dishonesty, forgery or alteration, theft, disappearance, and destruction. It includes Employee Retirement Income Security Act endorsement for pension plans.

Automobile

Automobile policy covers the use of any motor vehicle, including all owned, leased, non-owner, and hired vehicles for faculty, staff, volunteers, and students driving vehicles on authorized University business. Drivers of Bryant owned vehicles must be approved through the office of Risk Management.

Rental Vehicles

Travelers are advised to use their Bryant University procurement card because it automatically covers loss or damage to the rental vehicle. Whether or not you use the procurement card, always sign your name and write the words “ Bryant University” under your signature on the rental agreement for the University insurance to be applicable.

DO NOT PURCHASE LIABILITY OR COLLISION INSURANCE (unless renting vehicles outside of the United States) from the car rental company. The University’s insurance will cover liability and collision claims. Exceptions: When traveling abroad, collision damage and liability insurance should be purchased. Purchase of insurance coverage in some countries is required by law and will be reimbursed.

Any rental involving a University driver under age 25 must have full insurance coverage (collision and liability) through the rental company. Any department anticipating using a student driver should contact the Risk Manager at Ext. 6006 for more information.

Personal use of a rental car during a business trip is not covered under University insurance.

Should a rental car accident occur, travelers should submit a written accident report as soon as possible to the rental car company, local authorities (as required), and the Risk Manager, Box 12 or e-mail toscolanto@bryant.edu.

Insurance for Personal Car Use

It is the responsibility of the owner of the vehicle being used for business purposes to carry adequate insurance coverage (state mandatory insurance requirement at minimum) for his/her protection and for the protection of any passengers. When using a personal car for University business, an employee’s personal car insurance carrier is the primary insurance carrier. Bryant’s insurance will only cover liability claims in excess of the owner’s policy limit. It does not cover collision damage, theft, or insurance deductibles.

Accident Reporting

In the event of an accident, the following guidelines will expedite proper notification of all parties, including insurance carriers. These guidelines will help assure compliance with the law.

i) Appropriate first aid should be rendered to all injured persons and public safety department or police and/or fire personnel should be immediately notified.

ii) When making statements, answer all questions from police officers truthfully and directly, but otherwise refrain from casual comments or admissions of any kind.

iii) If no police officer is present (as many law-enforcement agencies do not investigate non-injury accidents), exchange driver, vehicle, and insurance information. Failure to identify yourself or leave identifying information (for any attended or unattended vehicle) violates University policy and Rhode Island law.

iv) Most states and Rhode Island state law require that drivers file accident reports in the city/town the accident occurred within two weeks of the accident date.

v) For insurance purposes, all accidents should be reported within 24 hours to Public Safety and the Controller’s Office. A Public Safety incident report will be completed with all the pertinent information regarding the accident in the absence of a police report. When contacting the Risk Manager, please give the Police report number or send a copy of the report, if available, to the person taking the information.

vi) Advise the other party to contact the Risk Manager at 401-232-6006 for any further questions.

General Liability  

This protects the University for claims of bodily injury or property damage of others caused the negligence of the University.

Claims procedures:

All claims, i.e., any demands for money or services received from outsiders as a result of any alleged incident, should be reported immediately to the Risk Manager by the responsible party within the University. All lawsuits (summons and complaint) should be sent immediately to the Vice President for Business Affairs. (Suit papers require response within 20 days and should be dealt with promptly.) All accidents should be reported to the Department of Public Safety as soon as possible.

If you witness or become aware of an accident that may result in a claim against the University, we recommend that you report the circumstances of the accident to the Department of Public Safety and the Risk Manager. Any accident report filed should include the following details about the incident:

  • Injured party’s name/address/phone number and University affiliation, if any
  • Location of incident and date of loss
  • Date of notification and name of University official notified
  • Narrative description of incident and subsequent loss
  • Name and phone number of all witnesses and signed witness statements
  • Information regarding involvement in any way of a contractor or subcontractor
  • Current location of damaged property (instruct claimant not to discard anything)
  • Photos of the damaged property or injury, if possible

In compiling the required information for a claim submission, it is not advisable for you to speak to the claimant. If you do speak to a claimant or potential claimant, do not make any admissions of fault or any promises of payment.

Doctors’ and Nurses’ Medical Malpractice

Doctors’ and Nurses’ Medical Malpractice policy covers Medical Professional liability for all University physicians, nurses, and nurse practitioners in Health Services.

Educator’s Legal

Educator’s Legal policy covers trustees, officers, employees, and volunteers for their legal liability for actions within the scope of their duties. The policy covers suits arising out of so-called wrongful acts. Wrongful acts are defined as errors, misstatements, acts, omissions, neglect, or breach of duty by the insured in the discharge of their duties. Educator’s Legal policy also includes coverage for Employment Practices Liability.

Claims procedures:

All claims, i.e., any demands for money or services received from outsiders as a result of any alleged incident, should be reported immediately to the Risk Manager by the responsible party within the University. All lawsuits (summons and complaints) should be sent immediately to the Vice President for Business Affairs. (Suit papers require response within 20 days and should be dealt with promptly.)

Umbrella Liability

Umbrella Liability policy is an extension of automobile liability, employers liability, professional liability, security forces liability policies, and sudden and accidental above-ground pollution.

Claims procedures for the umbrella policy are outlined in the appropriate sections above.

Workers’ Compensation

The Workers’ Compensation Law of the State of Rhode Island prescribes benefits payable to workers suffering injury or illness arising out of employment. These benefits are payable regardless of fault or contributory negligence.

Claims handling: All injuries must be reported to Human Resources Department immediately.

All accidents are to be reported to Human Resources by the employee’s supervisor as soon as possible after the injury becomes known to the supervisor. A first report of injury form is completed by the injured employee (if possible) and submitted to Human Resources by the Department Supervisor. The upper part of the form should be completed by the employee, and the lower part by the supervisor. It is important that each supervisor promptly investigate the accident. State Law requires notice to the Worker’s Compensation Board within 10 days of the accident. The Risk Management Department will make such notice.

Claims are paid by a third-party administrator. Injured employees who are disabled will be contacted to check on the extent of their disability and to review the progress of their medical care. Supervisors should cooperate with investigators, as necessary, to assist in obtaining information about the employee or the injury.

Student Laptop Computer Insurance

Students are advised to purchase personal property insurance policies from Bryant sponsored broker National Student Services, Inc (www.nssi.com) to protect their personal property including Bryant issued laptops from damage or theft.

Personal Property of Others

The University’s insurance policies do not cover the damage or losses of personal property of students, faculty or staff. Click onOptional Coverage for description of personal property programs available for students, Resident Directors, and Resident Assistants.

Loss and Claim Reporting

It is essential that all accidents and incidents on campus be reported immediately to the Office of Public Safety. Public Safety notifies the Risk Manager if they believe there is a possibility of litigation or claim against the University.

University administrators are asked to immediately notify the Vice President for Business Affairs if they receive a subpoena or a complaint so that the University may appropriately handle the matter. Our insurance companies require timely notification of claims against the University and can disallow coverage if a claim is not reported in a timely manner.

If you are involved in an accident with a University-owned vehicle on or off campus, contact Public Safety at Ext. 6001 or the Risk Manager at Ext. 6006. For campus safety concerns, click here for Safety Committee.

Sponsored Programs for Students

Bryant University endorses the following optional insurance plans that are offered to students. Information brochures, and/or applications are mailed to resident students each year during the summer.

i) Personal Property Insurance

Students, resident directors, and assistants may purchase inexpensive personal property insurance for their belongings while on campus directly through National Student Services Inc. (www.nssinc.com).

ii) Student Health Insurance

The University requires that all students provide documentation of health insurance. Course registration cannot be completed without this information. Accident and illness insurance is available to all full-time students who wish to purchase the University-sponsored plan through University Health Plans.

Visit the Bursar website for cost information.

All students must log on to the myBryant portalhttps://my.bryant.edu, click on Banner and choose Student Services and Financial Aid, Health Services Forms to provide proof of health insurance and/or to update and health information. The University requires students to complete these forms whether or not they purchase the Companion Life Insurance Company Plan.

Certificates of Insurance

The University requires a Certificate of Insurance from any vendor providing a service under contract with the University. It is the responsibility of departments to obtain certificates of insurance from all vendors/contractors who perform services on campus. Bryant University should be named additional insured on the certificate. A certificate is not a binding document. This certificate is proof that a person or company has insurance. It requires that notice be given to the certificate holder 30 days prior to the policy being cancelled or amended. The certificate is an indication that a policy is in effect.

All contractors/vendors should have the following minimum insurance limits, unless approved in advance by the Controller’s Office.

Commercial General Liability – $1,000,000

Products Liability – $1,000,000

Commercial Automobile Liability $1,000,000

Professional Liability $1,000,000

Workers Compensation – Statutory

Employers’ Liability – $100,000

Umbrella Liability – $1,000,000

These are the most common requested by the University, however, other lines of insurance coverage may be required for certain types of exposure and limits of liability may vary depending on the type of contract.

It is also recommended that insurance carriers have a minimum A.M. Best rating of A or better. Ratings indicate the size and financial stability of the insurance company. The agent shown on the certificate can provide you with information regarding these ratings.

Bryant University Safety Committee

Charge:

The function of this committee is to attempt to reduce the possibility of accidents by means of facilities, housing, and grounds inspection, investigating safety complaints, and reviewing accident reports. After a complete investigation of the above-mentioned hazards or accidents, the Committee will make recommendations to the Vice President for Business Affairs to correct the hazard or prevent reoccurrence of the accident.

Membership:

Administrators (4), including (1) from Human Resources

Faculty (3)

Students (2)

Service Employee (1)

Public Safety (1)

Support Staff (1)

Health Services (1)

Risk Manager (1)

Residence Life (1)

Meetings: As necessary at the call of the Chairperson

Report: An annual report will be submitted to the Vice President for Business Affairs at the end of each academic year.

The Committee responsibilities include:

1. Meeting on a regular basis to discuss a range of topics regarding employee safety and health.

2. Identifying problems and suggesting corrective actions for management to implement.

3. Helping to communicate safe work practices to coworkers.

4. Reviewing accidents to determine how they occurred and provide recommendations to prevent reoccurrence.

5. Analyzing accident trends to evaluate the overall performance of the safety program and identify areas for improvement.

6. Conducting self-inspections to identify potential hazards that could lead to accidents and injuries. Discussing methods and ways to eliminate the hazards.

7. Reviewing employee safety suggestions.

8. Planning an active role in prioritizing safety-related issues, according to frequency and severity of incidents, and determining costs of implementing corrective actions.

9. Helping to plan and schedule safety training/education to increase employee safety awareness

10 Communicating safe work practices to other workers so they can reduce accidents and injuries.

Contact the Assistant Director of Public Safety at Ext. 6001 or the Risk Manager at Ext. 6006 to report safety committee issues and concerns.

Bryant University Insurance Information

In summary, the University has the following insurance policies that would cover employees in the event of a claim. Please see below for frequently asked questions.

  • Commercial General Liability
  • Umbrella Liability
  • Educator’s Legal Liability
  • Worker’s Compensation: Statutory Limit
  • Automobile: University-owned vehicles and rental vehicles
  • Host Liquor Liability

Who is Insured Under the University’s Insurance Policies?

The University, its employees, trustees and officers, and volunteers while acting within the scope of their duties for Bryant University.

Types of Insurance:

GENERAL LIABILITY

Commercial general liability insurance is the principal means by which the University protects itself from unforeseen liabilities such as claims arising from negligence on the part of the University, its employees, and volunteers while acting within the scope of their duties for Bryant. These include:

Athletic Event Liability, including injury to participants

Broadcasters and Publishers Liability

Social Workers, psychologists and nurses are included as insureds

Host Liquor Liability

Corporal Punishment

Personal Injury and Advertising Injury

Defense Costs outside the limit of liability

UMBRELLA LIABILITY

Umbrella Coverage is extra liability coverage beyond that provided in the University’s policies listed above.

Covers Loss in Excess of underlying insurance.

Drops Down into primary layer if coverage in not provided in underlying, subject to the self-insured retention.

Limit of Liability is an annual aggregate limit.

EXCESS UMBRELLA LIABILITY

General Aggregate Limit Excess of first umbrella Excludes: Broadcasting, Publishers, Professional Services, Directors and Officers, Gymnastic Equipment, Athletic Participants, Sexual Misconduct and Disease.

EDUCATORS LEGAL LIABILITY

Educator’s Legal policy covers suits arising out of so-called wrongful acts. Wrongful acts are defined as errors, misstatements, acts, omissions, neglect or breach of duty by the insured in the discharge of their duties. Educator’s Legal policy also includes coverage for Employment Practices Liability.

WORKERS’ COMPENSATION

Beacon Mutual Insurance Company covers employees’ medical and indemnity for those who are injured on the job both on and off the campus while acting within the scope of their duties for the University. Coverage includes repatriation (transportation back to U.S. in the event of injury or death) while working abroad.

Foreign Reimbursement Coverage is provided.

AUTOMOBILE INSURANCE

When renting an automobile while on University business, it is not necessary to purchase liability or collision coverage. The words “Bryant University” must be written along with your signature on the rental agreement in order for coverage to apply. When renting a vehicle for more than 30 days, contact the Risk Manager at Ext. 6006 for insurance information.

FAQs

Will the University insure me when mentoring a student group on or off campus?

Yes, as long as you are acting within the scope of your duties for the University.

Am I covered if I am named in a lawsuit while performing my duties for Bryant University?

The University’s policies will defend you and pay for general liability claims that you are found legally liable to pay.

If I am working abroad do I need to purchase additional insurance?

The University’s insurance policies do not cover spouses of employees so you may want to purchase travel accident insurance that includes repatriation for your spouse.

Repatriation would evacuate you back to the U.S. for a medical emergency if that country does not have the ability to provide immediate emergency healthcare. It also pays for the transportation of remains upon death. Bryant employees are covered under the University’s worker’s compensation policy.

Check with your own insurance agent to confirm that your homeowners policy covers worldwide liability for you and your spouse for any non-business related activity.

If you rent an automobile abroad for Bryant business purposes, you will need to purchase collision insurance for the vehicle. Be sure to write the words “ Bryant University,” and sign your name to the rental agreement.

Do I need to purchase automobile insurance from the rental agent if I am traveling within the U.S.?

You do not need to purchase collision or liability insurance from the rental agency. Be sure to write the words “ Bryant University,” and sign your name to the rental agreement.

Can liquor be served at a Bryant Function that I am hosting?

Selling Alcohol

The only entity permitted to sell alcohol on the Bryant Campus is the Campus Dining Services. License holders on the Bryant Campus are responsible for ensuring that alcohol is not available to persons under the age of 21 or to those who appear intoxicated. Identification is required.

If you have a campus function where liquor is being sold by a caterer other than Campus Dining Services, the liquor must be sold by a third-party vendor who has liquor liability insurance, a license to sell liquor on campus and the servers must have TIPS training. You are required to ask the vendor for a certificate of insurance proving he/she has this insurance. The vendor orders this certificate from their insurance broker. Send the certificate of insurance to the Risk Manager prior to the event or fax it to 401-319-3006.

Food and non-alcoholic beverages are required at any event where alcohol will be present. (These items are to be as attractive and promoted as any alcohol that is available.) Limiting the amount of alcoholic beverage per person is also recommended.

Serving Alcohol free of charge

If you have a campus function and Bryant University employees or their designees are serving liquor for no fee to guests, then both the University and you are covered under the University’s host liquor liability policy. As long as you are not selling alcohol, you are covered.

Safety is the highest priority when guests are imbibing. Trained servers know how to tactfully cut a guest off if the guest is obviously intoxicated. Organizers of the event need to have a plan to make sure every guest gets home safely. This may include having a cell phone ready with a list of local cab phone numbers.

If you have potential claims to report or further questions, call the Risk Manager at Ext. 6006.

Definitions

Authorized Drivers: No person, other than a “designated driver,” may operate any University-owned or rented vehicle, either on or off campus. The designated driver must be a member of the faculty, staff, administration, or student body. There are two categories of designated drivers:

Job Related: Those persons required to operate a vehicle or piece of equipment in performing their day-to-day jobs, as designated by the job description. (Note: Loss of designated-driver status may affect employment.)

Program/Function Support: Those persons who operate a vehicle in support of a department, organization, or club’s function, program, or event. (Note: Loss of designated-driver status may affect support to the organization.)

Vehicle: Vehicle is defined as any University or privately-owned car, truck, bus, van, or other licensed mode of transportation that is allowed by law to be operated upon any public highway, street, road, or freeway.

Employee: An employee for the purposes of these procedures and policy is any person who is on one of the University payrolls (faculty, staff or student).

Volunteer: Any person who is providing services to the University without compensation and is acting at the specific request and direction of an authorized University employee. A volunteer also includes students participating in an approved program of service to the University or the community on behalf of the University.

University Business: Travel that is conducted with the knowledge and approval of the University for the benefit of the University.

General Rules

A) Compliance with the Law: Drivers will at all times operate vehicles in full compliance with the law and will exercise good driving practices (e.g. defensive driving). Drivers will also be familiar with the University’s rules regarding driving and parking on campus. Every driver should ensure that the vehicle’s registration and proof of insurance are in the glove compartment and should look over the vehicle periodically to ensure that it is safe to drive (e.g., inspect the tires and headlights) and has no obvious damage (e.g., dents).

B) Compliance with University and Departmental Policy and Procedure: Use of any vehicle for University business or activities will be in full compliance with these policy guidelines and with any individual departmental policies.

C) Safety: It is the responsibility of all vehicle operators to drive in a safe manner and to conform to all applicable laws and regulations. In addition, vehicle operators are responsible for the safe conduct and actions of all passengers riding in their vehicle. Vehicle operators will:

1) Obey all state and local laws applicable to the operation of motor vehicles.

2) Drive defensively, maintaining alertness, foresight, good judgment, good driving skills, and courtesy at all times. Be cautious of parked vehicles and pedestrians. Take extra precautions to adapt driving to changing weather, road, and traffic conditions.

3) Be knowledgeable and skilled in the operation and maintenance of the particular vehicle being used.

4) When backing up passenger vans whose view might be obstructed, walk around to visually inspect the area into which the vehicle will be traveling, and back out slowly. It is preferable to back into the parking space, instead of pulling forward into the parking space.

5) Ensure that the driver and passengers are secured with a seat belt installed by the manufacturer.

6) Know what to do in the event of an accident.

D) Driving Record: The University reserves the right to obtain copies of employees’ driving records through the appropriate state DMV. University departments planning to authorize staff, student, or volunteer drivers must submit a copy of a valid driver’s license to the Risk Manager for a routine driving-record check. The following guidelines will be used when designating authorized drivers. Any violation of these guidelines will be cause for review of a driving record and/or revocation of University driving privileges:

1) All designated drivers must possess a valid driver’s license and must be familiar with the Rhode Island Motor Vehicle Code. Students and employees must be 21 years of age to drive University-owned vehicles. fifteen-passenger van drivers must have a R.I. chauffeurs license or out-of-state equivalent license. In exceptional circumstances where the driver is under the age of 21, please inform the Risk Manager.

2) The Rhode Island laws governing activation and suspension of driving privileges will be enforced. A driver with a suspended license will not be allowed to drive a University vehicle.

3) The University’s insurance carrier annually audits the driving records of designated faculty, staff, student employees, and volunteers who drive frequently in the course of their employment or on behalf of the University by requesting information on their driving records from the Department of Motor Vehicles (DMV). Drivers with multiple moving violations and more serious convictions, such as Driving Under the Influence (DUI) of alcohol or drugs, will not be allowed to drive a University vehicle.

The Risk Manager will be notified of all actions taken as a result of supervisory discussions. The purpose of the supervisory discussion is to make the driver aware of the risks into which they place themselves, the University, and the public when driving in an unsafe manner. Suspension of University driving privileges may result from continued violations or unsafe driving practices and may affect the employee’s job position.

4) If an employee is warned regarding unsafe driving practices and then maintains a clean driving record for 12 months from the last violation, the University will consider any new violation as the first violation.

5) Generally, drivers must not have any conviction for DUI or under the influence of drugs within the last three years. Two DUI convictions within this time period are grounds for permanent denial of University-related driving privileges.

E) Accident Reporting: In the event of an accident, the following guidelines will expedite proper notification of all parties, including insurance carriers. These guidelines will help ensure compliance with the law.

1) Appropriate first aid should be rendered to all injured persons, and police and/or fire personnel should be immediately notified.

2) When making statements, answer all questions from police officers truthfully and directly, but otherwise refrain from casual comments or admissions of any kind.

3) If no police officer is present (as many law enforcement agencies do not investigate non-injury accidents), exchange driver, vehicle, and insurance information. Failure to identify yourself or leave identifying information (for any attended or unattended vehicle) violates University policy and Rhode Island law.

4) Most states and Rhode Island state law requires that drivers complete accident reports in the city/town the accident occurred within two weeks of the accident date.

5) For insurance purposes, all accidents should be reported within 24 hours to Public Safety and the Risk Manager. A Public Safety incident report will be completed with all the pertinent information regarding the accident in the absence of a police report. When contacting the Risk Manager, please give the Police report number or send a copy of the report, if any, to the person taking the information.

6) Advise the other party to contact the Risk Manager at 401-232-6006 for any further questions.

F) Driver Training: Drivers of University owned vehicles must undertake a defensive driving training course on a periodic basis. This is required by the University’s insurance carrier. Defensive driver training will be scheduled by the Risk Management Department.

G) Hazardous Substances: will not be transported on public highways without the written authorization of the EHS Director and the Risk Management Department.

H) Violations: The authorized employee or volunteer driving a vehicle on University business is personally responsible for ALL MOVING VIOLATIONS and is personally responsible to the University for all PARKING TICKETS.

University-owned/Leased Vehicles

A) Authorized Use: University vehicles will be used only in the conduct of University business and activities (with the exception of individually assigned vehicles to certain approved personnel who should then comply with the below noted personal-use policies) and only when such use is the most economic and efficient transportation option available. The driver is also responsible to the University for any PARKING TICKETS incurred while using the vehicle. The Purchasing Department will ensure collection of any fines that would impede the registration of the vehicle.

B) Authorized Drivers: Only University employees, volunteers and agents will be authorized to drive University vehicles with the consent of the appropriate University official. A list of vehicles and assigned drivers is maintained in the Controller’s Office. Notice of changes of assigned drivers or vehicles must be forwarded to the Controller’s Office Department immediately.

C) Purchasing: The purchasing policies related to vehicles are contained in the University’s Purchasing Procedures. Please see those policies for related information.

D) Passengers: Passengers will be limited to employees engaged in University business, registered students engaged in University sponsored activities, or employees of other agencies who are traveling to meetings in association with University staff. This requirement does not apply to drivers who are authorized to use University-owned vehicles for both personal and business use.

E) Maintenance: A driver to whom a vehicle is assigned shall ensure the proper maintenance and upkeep of the department’s vehicle. Such maintenance will be performed in accordance with the vehicle’s maintenance schedule in the vehicle’s owner’s manual. Additional maintenance checks may be authorized as deemed necessary by the authorizing supervisor.

Routine maintenance to University vehicles will adhere to specifications in the Owner’s manual and are limited to oil and tire maintenance. Only qualified mechanics or repair shops will perform any other type of repairs or maintenance. Also, disposal of any hazardous material or fluids will be done in accordance with the law.

Authorized drivers will inspect and report any vehicle deficiency or unsafe condition to an authorized automobile mechanic before driving the vehicle. The mechanic will inspect the vehicle to determine whether it will be driven under existing conditions. A cracked windshield, inoperable brake lights, faulty seat belts, and worn tire tread are examples of reasons for placing a vehicle out of service.

F) Animals: Animals may not be transported in University vehicles without the permission of the department supervisor having responsibility for the vehicle. Animals will be transported in accordance with all applicable federal, state, and local laws. No personal pets will be transported in University vehicles. This requirement does not apply to drivers who are authorized to use University-owned vehicles for both personal and business use.

 G) Insurance: The University carries blanket liability insurance to protect the University and the authorized driver for any accident involving either bodily injury or damage to the property of others.

The University does not carry collision insurance on University vehicles over five years old. The University budget funds the cost of physical repairs or replacement. The department assigned the vehicle is subject to a deductible expense for collision damage.

The University reserves the right to seek reimbursement from the employee or volunteer if an investigation shows that there was negligence or misuse of the vehicle.

H) Parking Off-campus Overnight: University vehicles may be parked overnight at an authorized driver’s home when the driver is departing on, or returning from, an official trip away from the driver’s workplace under circumstances that make it impractical to use other means of transportation. When such situation occurs, if possible, the vehicle will be parked in the employee or volunteer’s driveway, garage, or other location that removes it from the public street.

I) Registration: The Purchasing Department will be responsible for all registration and related DMV paperwork regarding all University-owned vehicles. (Refer to the University Purchasing Manual.)

J) Misuse: University-owned or leased vehicles are to be used only for University-related business, sponsored events, and other authorized purposes. Any driver who is not in compliance with this policy may be held personally responsible for any damage incurred during such use.

Personal Use Of University-Owned Vehicles

Based on contractual agreements, certain employees are authorized to use University-owned vehicles for both business and personal use. Such personal usage of vehicles is considered as taxable income. The University uses the annual lease valuation method for calculating personal use of University-owned vehicles.

All employees who are authorized to use a University-owned vehicle for personal purposes are required to maintain a business mileage use log that must be totaled and attached to a quarterly summary report of business use of University-owned vehicles. Downloadable versions of the mileage log and summary forms are also available at the Controller’s Office’s web site http://web.bryant.edu/~controlr/ (under the forms section.) The completed form must be submitted every quarter to the Controller’s Office no later than March 10, June 10, September 10, and December 10. This form must also be completed upon employees’ separation from the University. Please note that travel between the University campus and the employee’s residence cannot be reported as business mileage on this form. Such travel is considered as personal mileage by the IRS. Information provided on this form will be utilized to compute the supplemental income which is reported on an employee’s paycheck quarterly/annually (depending on reporting option selected by employees,) as well as on their W2s. Quarterly reporting is undertaken so that withholdings on such income are smoothed out through out the year.

A sample copy of the attached spreadsheet below shows how the Controller’s Office computes the income that is to be added to the paycheck.

(A)

(B)

(C)

D = B – C

E = D ÷ B

F = 1 – E

(G)

(H)

I = A ÷ 12

J =E x G x H

Auto Model

Employee name

# of months vehicle used

Total Miles Driven

Business miles

Personal miles

Personal Use Percent

Business Use Percent

NADA Value

ALV

% of Year

Inc. reported Qtrly/ Ann.

         

 

 

 

 

 

 

2004 Ford

John Doe

3

9,000

6,000

3,000

33.33%

66.67%

$ 20,500

$ 5,600

25%

$ 467

The value for used cars is obtained from the NADA web site: http://www.nada.com. Values for brand-new cars are obtained from the check request, which is filled in when the car is purchased. Annual Lease Value (ALV), which is based on NADA values, is obtained from tables in Treasury regulation § 161-21.

The annual lease-value method does not incorporate the value of gasoline purchased on the University’s credit card for personal use of a University vehicle. The University recognizes that a single tank of gasoline is probably utilized for both business and personal usage of the vehicle. When the employee utilizes the University P-Card for purchasing gasoline that is used for both business and private use, employees are required to reimburse the University for the value of gasoline purchases pertaining to personal use.

If the University P-Card is used exclusively for all gasoline purchases (business or personal), the reimbursable value of gasoline paid by the University for personal use of a University-owned vehicle is computed by the Controller’s office as follows:

(Personal miles driven) x (Avg. Market rate of cost per gallon) ÷ (Average miles per gallon).

Market rate of cost per gallon is obtained from the Department of Energy’s web site:

http://www.eia.doe.gov/oil_gas/petroleum/data_publications/wrgp/mogas_history.html

The quarter’s average cost for the New England area is computed by taking the average of the weekly gas prices for regular grade gasoline from the downloadable spreadsheet available at the DOE web site.

The average miles per gallon is obtained from CarsDirect’s web site: http://www.carsdirect.com/research/

Average miles per gallon is computed by taking the average of the highway and city fuel economy for a particular car brand, model and year.

Utilizing as example for the above, a 2004 Ford Taurus driven for 3,000 personal miles in the quarter with average mileage of 22.5 mpg, and and with the average cost of gasoline in New England at $2.01, the reimbursable value of gasoline used for personal use of a University-owned vehicle would be as follows:

3,000 miles x $2.01 per gallon ÷ 22.5 miles = $268.

Employees must reimburse the University for the value of the gasoline within 30 days of notification from the Controller’s Office of the amount due.

If an employee uses a combination of his/her own credit card as well as the University P-Card for gasoline purchases that are for business and personal use, the reimbursable value of gasoline paid by the University (or owed by the University to its employees) for personal use of a University-owned vehicle is computed by the Controller’s office in a manner different than outlined above. Utilizing the amounts in the example for the 2004 Ford Taurus, the information is computed as follows:

(K)

L = D ÷ K

(M)

N = C ÷ K

O = M – N

(P)

Q = O x P

Avg miles per gallon

GL. of gas used for personal use

GL. of gas purch. on P-Card

GL. of gas used for business use

GL. of Personal Gas purch on P-Card

Cost per gallon

Amt owed by/owed to employee

 

 

 

 

 

 

 

22.5

133.33 290.00 266.67 23.33 $ 2.00 $ 46.67

The average miles-per-gallon is obtained from CarsDirect’s web site:

http://www.carsdirect.com/research/

Cost per gallon is computed from actual cost incurred for gasoline purchased on P-Card. These cost are tracked on the quarterly gasoline purchase tracking form. In the absence of actual cost information, the cost-per-gallon rate is obtained from the Department of Energy’s web site:

http://www.eia.doe.gov/oil_gas/petroleum/data_publications/wrgp/mogas_history.html

The quarter’s average cost for the New England area is computed by taking the average of the weekly gas prices for regular-grade gasoline from the downloadable spreadsheet available at the DOE web site.

If the dollar amount in column Q is positive, it denotes that the employee purchased gasoline that was used for personal purposes with the University’s P-Card, and therefore, the employee owes money to the University. Employees must reimburse the University within 30 days of notification of amount due. If the dollar amount is negative, it denotes that the employee purchased gasoline for business use on his/her personal credit card, and the University owes funds to the employee. Employees can file a business reimbursement form to request funds owed to them.

Campus Zipcar

If it is necessary for an employee, student, or student organization to utilize a campus Zipcar for University business purposes, they will be reimbursed for mileage at the prevailing rate set by the University. Employees, students, or student organizations will not be reimbursed for any other fees or costs related to the Zipcar, including membership in the program, or daily/hourly rental fees. The JPMorgan Chase Procurement Card should not be used by an employee, student, or student organization for membership or rental of a ZipCar.

Non-University owned Vehicles

A) Private Vehicles

1) Authorized Use: Private vehicles will be used in the conduct of University business and activities only when such use is the most economical and efficient transportation option available. The appropriate University official will authorize all such use of private vehicles.

2) Authorized Drivers: Only employees and volunteers will be authorized to drive private vehicles on University business or activities.

3) Insurance: Private vehicles used on University business must be covered under the owner’s insurance as required by law. The vehicle insurance policy need not be classified for commercial use, but if the extent of University business goes beyond incidental use, it will be the responsibility of the employee or volunteer to check and resolve these issues with his/her insurance company.

The individual’s insurance covering the private vehicle used on University business pays first and, if that insurance is exhausted, the University insurance pays second to the extent of the policy. Claims made against the private insurance for personal injury and physical damage, including any deductible costs, for accidents occurring from the operation of privately owned vehicles when used on University business are not reimbursable from University funds or University insurance.

4) Mileage Reimbursement: Mileage reimbursement is available to cover the cost of operation of private vehicles used for University business. Mileage reimbursement rates are generally similar to the allowable mileage rate set by the Internal Revenue Service. For questions regarding the University’s current reimbursement rate, please contact the Controller’s Office.

B) Rented Vehicles

1) Authorized Use: Vehicles may be rented by employees and volunteers only with the prior approval of an appropriate University official. The words “ Bryant University” must be written under the signature of the person renting the vehicle.

2) Insurance: Authorized drivers of commercially rented vehicles will NOT purchase any insurance from the rental agency on domestic rentals. All domestic insurance requirements are met by the University’s auto insurance policy. Rental agency insurance should be purchased on rentals in foreign countries.

3) Employees needing to rent a vehicle are asked to use our preferred vendor whose information appears below. If the rental period will be longer than one month, please contact the Purchasing Department at Ext. 6018.

Enterprise Rent-A-Car

1871 Mineral Spring Avenue

North Providence, RI 02911

(401) 354-5533

Campus Zipcar

If it is necessary for an employee, student, or student organization to utilize a campus Zipcar for University business purposes, they will be reimbursed for mileage at the prevailing rate set by the University. Employees, students, or student organizations will not be reimbursed for any other fees or costs related to the Zipcar, including membership in the program, or daily/hourly rental fees. The JPMorgan Chase Procurement Card should not be used by an employee, student, or student organization for membership or rental of a ZipCar.

Vehicle Business Mileage Use Log

 

Quarterly Purchase of Gasoline on University P-CARD

Controller’s Office

Vehicle Use Policy

This policy and procedure document addresses the proper use of vehicles in the conduct of University business and activities. The University expects vehicles to be used safely and in accordance with appropriate laws, codes, and ordinances at all times. The Controller’s Office maintains the records on all University vehicles and authorized drivers, and it is responsible for the creation and monitoring of these policies. Questions regarding the procedures can be directed to the Controller’s Office at Ext. 6005.

 

Business Use of University-owned Vehicle Form

Vehicle Business Mileage Use Log

Form for Tracking Quarterly Purchase of Gasoline on University P-Card

Business Use of University-owned Vehicle

Report for the Period from

through

 

Driver Name:

Department:

As a driver of a Bryant University-owned vehicle, you are required by the University and IRS to provide the following information to the Controller’s Office. This information will be used to calculate and include additional income amounts reflected in paychecks you receive in the month this report is submitted. This information must also be provided to this office upon employees’ separation from Bryant.

Please provide the Controller’s Office with the following information by March 10, June 10, September 10, and December 10:

1. Year & Make of Auto:

2. License Plate #:

3. Beginning Mileage:

4. Ending Mileage:

5. Total Miles Driven:

6. Business Miles Driven:

7. Number of Months Employee drove this Vehicle during quarter: (Normally equal to 3 months unless a new vehicle was obtained sometime during the quarter. If so, please fill in another form for the new vehicle)

Please attach a copy of the business mileage logs along with this report.

Thank you for your cooperation. Feel free to call accounts payable at Ext. 6019 if you have any questions.

 

 For Controller’s Use Only

8. Personal Miles Driven:_________________