Building Manager Program Policy

Policy Statement/Background:

This policy defines Building Managers’ responsibilities and the administration of the Building Manager Program. This policy applies to all buildings on Stony Brook University campuses.

Policy:

Building Managers are the main contact for all building-related activities within their designated buildings as defined in this policy. The Building Manager responsibilities listed in the procedure below also apply to other similar titles (e.g.: Campus Residences uses Facility Manager titles).

Procedure

A. Building Manager Titiles

Stony Brook uses the following titles to differentiate between assignments based on the size and number of the buildings, the use and complexity of buildings, or the effort that may be required to perform the duties.

1. Building Manager: This title is used for individuals who have assignments and broad responsibilities in larger or more complex buildings that have laboratories, studios, shops, auditoriums, lecture halls, multiple classrooms, complex building mechanical systems, or facilities that are used for large public gatherings. It may  also be used for individuals with responsibilities for multiple buildings.
2. Alternate Building Manager: This title is used for individuals who serve in the absence of the Building Manager.
3. Facility Manager: This title is used for Campus Residences for individuals who are responsible for a group of buildings, and are also part of the physical plant administration. The Facility Manager is responsible for all building related activity and has direct supervisory authority over the maintenance, custodial and contract labor who maintain them.

B. Building Manager Appointments

1. Building Managers are nominated by either Department Chairs or Directors and are appointed by the Provost and Executive Vice President for Academic Affairs, or Executive Vice President for Stony Brook Medicine, Senior Vice President for Finance & Administration, or Vice President for Student Affairs.
2. The Building Manager should reside in the building they are assigned to manage. In certain cases, multiple buildings may be grouped under the responsibility of a single Building Manager.
3. A Building Manager must have working knowledge of practices, standards, and building codes or know which subject matter experts to consult, to resolve any issue or concerns related to their building.
4. Alternate Building Managers will also be appointed to assist the Building Manager with his/her normal course of work, depending on the needs of the building.

C. Facility Manager Appointments

1. The Facility Manager is a full-time professional position that reports directly to the Director of Residential Operations or their designated representative. The Director (or designee) oversees the recruitment, hiring, and annual performance evaluations of each Facility Manager.
2. In the absence of the Facility Manager, the Associate Director of Residential Operations will assume the responsibilities of the role to ensure continuity of operations.

D. Building Manager and Facility Manager Responsibilities

1. Project Coordination: Address and manage project-related issues impacting the building to ensure smooth execution and minimal disruption.
2. Program Awareness: Maintain awareness of building programs to ensure alignment with building systems and occupant needs.
3. Policy Knowledge & Communication: Stay informed of University policies related to building management (e.g., smoking, posting notices, key control, facility usage) and communicate relevant procedures to building occupants.
4. Central Point of Contact: Serve as the primary contact for all scheduled activities within the building. Maintain awareness of classroom and lab usage, and notify occupants of special events and activities.
5. Operational Communication: Coordinate and communicate with building occupants regarding operational matters such as construction, maintenance, utility shutdowns, IT installations, and office relocations.
6. Alternate Manager Updates: Keep the Alternate Building Manager informed of any unusual building issues and provide advance notice of planned absences.
7. Facilities Liaison: Collaborate with Facilities and Services to ensure occupant needs are met, including maintenance, renovations, and general services.
8. Occupant Support: Assist building occupants to promote effective operations in labs, classrooms, and offices, in alignment with University goals.

 

E. Coordination with Other Departments

1. University Police Department (UPD) and Office of Emergency Management
   1. Safety Warden Program: Support the implementation of the Safety Warden Program by recruiting volunteers, ensuring they receive appropriate training, coordinating exercise drills with University Police and Fire Marshals, and maintaining safety equipment such as radios and vests.
   2. Event Coordination with UPD: Collaborate with the University Police Department (UPD) for non-routine events requiring access to non-registrar spaces. Notify UPD of events that may require additional support due to crowd size, parking logistics, or other concerns.
   3. Access Control Support: Work with the Office of Access Control to address issues related to locks, building alarms, security cameras, and access doors.
   4. Emergency Preparedness: Ensure the building complies with the University's Emergency Management Plan requirements.
   5. Reporting: Report all fires, emergencies, or hazardous conditions immediately to University Police at 333 from any campus phone or (631) 632-3333 from a non-campus phone.
      
      
2. Environmental Health and Safety (EH&S)
   1. Hazard Reporting & Relocation Support: Identify and report potential safety hazards within the building. Assist occupants with relocation when deemed necessary by Environmental Health & Safety (EH&S).
   2. Emergency Response Assistance: Support building occupants during campus emergencies such as fires, power outages, and flooding incidents.
   3. Regulatory Compliance: Participate in required inspections to ensure adherence to safety and regulatory standards.
   4. Fire Drill & Safety Inspection Coordination: Assist in scheduling fire drills and safety inspections in collaboration with relevant departments.
   5. Service Interruption Notifications: Inform building occupants of service disruptions (e.g., HVAC, lighting, water, electricity, gas) that may impact laboratory operations or the functionality of safety equipment such as fume hoods, safety showers, and eyewash stations.
      
      
3. Campus Operations and Maintenance (COM)/Stony Brook Medicine Facilities and Support Services (SBMFSS)/Campus Residences
   1. Primary Contact for Building Systems: Act as the main point of contact for maintenance of building systems and coordination of project activities impacting the building and its occupants.
   2. Facility Inspections: Conduct regular walkthroughs of common areas to identify and report maintenance needs or areas requiring attention.
   3. Issue Investigation: Respond to occupant complaints and perform initial assessments of building-related concerns (such as temperature discomfort, lighting issues, unusual odors, or noises).
   4. Utility Outage Coordination: Assist with the planning and communication of scheduled utility outages, ensuring timely notifications to affected occupants.
   5. Project & Space Change Notifications: Notify the appropriate department—COM, SBMFSS, or Campus Residences—when building projects, office relocations, or space reconfigurations are scheduled.
   6. Off-Hour Emergency Response: Serve as the primary contact for after-hours emergencies involving building systems. Coordinate with COM, SBMFSS, UPD, the Office of Emergency Management, or Campus Residences as appropriate.
   7. Lab Operations Support: Ensure that call-in lists for laboratory areas and operations are kept current to support emergency response and continuity of operations.
      
      
4. Campus Planning, Design and Construction (CPDC)/SBMFSS/Campus Residences
   1. Primary Construction Contact: Serve as the main point of contact for all construction activities within the building and surrounding grounds.
   2. Project Request Initiation: Submit project requests on behalf of building occupants in accordance with the Alterations to Stony Brook University Facilities Policy.
   3. Capital Project Participation: Actively participate in the design phase of capital projects as a member of the campus committee and attend progress meetings for work occurring within the building.
   4. Stakeholder Notification: Communicate upcoming project activities to all relevant and affected parties to ensure awareness and preparedness.
   5. Space Use Updates: Notify CPDC, SBMFS, or Campus Residences—whichever is appropriate—of any changes in building use to ensure the space allocation database remains accurate and up to date.
      
      
5. Conferences and Special Events
   1. Serve as primary contact for all events within the building and adjacent grounds.

F. Administration of the Building Manager and Facility Manager Program

1. The Building Manager and Facility Manager's name, telephone extension, and cell phone number should be prominently displayed at the building's main entrance.
2. Building Managers and Facility Managers shall maintain a list of names and phone numbers of key personnel. This list will be included in the Building Emergency Plan.
3. Building Managers and Facility Managers shall attend required training on building systems and safety requirements, as established by CPDC, COM, EH&S and SBMFSS.
4. Building Managers and Facility Managers shall attend the quarterly University Operations / Building Manager meetings.

G. Building Manager and Facility Manager Training

The following training courses offered by Environmental Health & Safety are considered the minimum training required of all Building Managers. The programs marked with an asterisk (*) are available online. Additional training may be required based on the Building Manager assignment and specific responsibilities for the building or area that they serve. Please visit the EH&S Training website for a complete list of courses and materials, and to find out how to register or take an online class.

• • • EFS 001: General Fire Safety
    • EFS 002: Fire Safety Warden Program
    • EFS 003: Fire Extinguisher Training
    • EIH 001: Asbestos Awareness
    • ELS 008: Lab Safety Awareness for Non-Lab Staff
    • ENV 006: Universal Waste Management*
    • EOS 004: Occupational Exposure to Bloodborne Pathogens*
    • EOS 018: Hazard Communication / Right-to-Know*
    • EOS 021: Food Safety
    • ERS 010: General Radiation Awareness*

Definitions:

None

Contact:

Additional information about this policy is available here:

Office of Finance & Administration
221 Administration Building
Stony Brook, NY 11794
(631) 632-6100

Office of the Provost
407 Administration Building
Stony Brook, NY 11794
(631) 632-7000

Campus Operations & Maintenance
126 Service Building
Stony Brook, NY 11794
(631) 632-4640

Stony Brook Medicine Facilities and Support Services
L-1, 140 Health Sciences Center
Stony Brook, NY 11794
(631) 444-3722

Campus Residences (Residential Operations)
Mendelsohn Quad Office
100 Circle Road
Stony Brook, NY 11794
(631) 632-6750

Relevant Standards, Codes, Rules, Regulations, Statutes and Policies:

• Alterations to Stony Brook University Facilities Policy
• Public Assembly Policy
• Guests/Visitors Policy
• Environmental Health & Safety Website
• SUNY Office for Capital Facilities Website
• Building Manager Contact List