Facility Roles Program

Purpose

The Facility Roles Program clarifies lines of authority and responsibilities regarding facilities access, communication and coordination among all Twin Cities campus academic and administrative units. It further provides streamlined communications between University Services functions and employees in these roles.

The program is managed by the Senior Assistant to the Associate Vice President in Facilities Management and partners with Facility Information Services, Public Safety, the Department of Emergency Management and other University Services operations and management services groups. For questions or assistance contact frp@umn.edu.

Role Descriptions

• RRC (Resource Responsibility Center) Facility Lead (RRC-FL)
  • Appointed by RRC dean or dept head. Focus on U- or campus-wide policies, processes and procedures involving facilities; 6-yr. Capital plan; big-picture changes, issues affecting all roles.
  • Assigns and approves all DFR position changes.
  • Communicates with deans, VPs, DFRs, other colleagues as needed.
  
  
• Department Facility Representative (DFR)
• DFR Primary
  • Primary liaison between University Services and the department. Authorized to provide department-level card and key access. Interested in facility policies, processes and procedures (i.e., key change policies).
  • Ensures communications from U Services and/or Primary Building Contact (PBC) are forwarded to all department members. Communicates with RRC-FL, PBC as needed. In the case of lockout/building emergency, the DFR-primary is contacted first, then the DFR-alternate, then DFR-Card/Key.
  • Can serve on a Building Advisory Committee.
• DFR Alternate
  • Authorized to provide department-level card and key access. Interested in facility policies, processes and procedures (i.e., key change policies).
  • Can back-up DFR-Primary to communicate with department members, RRC-FL or PBC as needed. In the case of lockout/building emergency, the DFR-primary is contacted first, then the DFR-alternate, then DFR-Card/Key.
  • Can serve on a Building Advisory Committee.
• DFR Card Key
  • Extra DFR who provides card/key access only; for departments with clear business needs where two DFRs will not work. The internal business need is determined by the RRC-FL who then works with the Senior Assistant to the FM-AVP for final approval.
• DFR Space
  • Authorized to make changes in space level and allocation details.


• Primary Building Contact (PBC)
• Communicates with DFRs, RRC-FLs and University Services units (like FM District Team Manager) in the building.
• Maintains awareness of and communicates building issues, maintenance, construction, etc.
• Coordinates Building Advisory Committee made up of DFRs in the building.


• Building Advisory Committee (BAC)
The Building Advisory Committee includes DFRs from multiple RRC units that occupy a particular building. Others such as Research Safety Officers might join too. The committee’s scope includes event planning, service level agreements, construction and maintenance projects, emergency planning, security, custodial, and operation of common spaces.