Manual of Policies and Procedures

H/4.1 Maintenance

Contact Officer

Associate Director - Operations, Facilities Management

Approval Date

15/08/2011

Approval Authority

Vice-President (Administration) and University Registrar

Date of Next Review

01/09/2014

4.1.1 Definitions
4.1.2 Maintenance funding
4.1.3 Backlog (deferred) maintenance
4.1.4 Grounds maintenance
Related Documents
Modification History

4.1.1 Definitions

Maintenance of University property is categorised in the following three ways

  • preventive maintenance - ie preventing or reducing the frequency of failure by periodically maintaining plant, machinery, building services or fabric
  • corrective maintenance - ie work carried out in order to restore and preserve University property, including plant, machinery, building services or fabric
  • backlog maintenance - ie corrective and preventive maintenance which should already have been completed but has been deferred due to a lack of maintenance funding.
Full details regarding the maintenance program can be found on the Facilities Management website.

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4.1.2 Maintenance funding

The University recognises the need to adequately fund corrective and preventive maintenance to prevent further growth in backlog (deferred) maintenance and to reduce the risk of safety incidents and disruption to University activities.

A formula funding approach to resourcing maintenance has been adopted by the University and is based on asset replacement values (ARV) of its buildings and services infrastructure. QUT policy is to achieve a minimum funding rate of 1.2% of ARV in progressive increases over a number of years as permitted by the University budget.

Maintenance problems should be reported via the web maintenance request form. Urgent maintenance problems should be reported to the Facilities Help Desk on Ext 83000. The Facilities Management website provides further information.

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4.1.3 Backlog (deferred) maintenance

Backlog (deferred) maintenance is treated as an essential part of the Capital Management Plan (CMP) and is integrated with the strategic planning and delivery of the renovations and building developments for all campuses. Funding for deferred maintenance has been recognised as a high priority of the University and will be derived from capital funding sources, subject to annual review (H/1.1).

Facilities Management (Operations Section) carries out detailed audits of building services and fabric every five years. These audits provide an opportunity to update the University's register of deferred maintenance works.

The priority order of works to be carried out is based on a structured risk assessment process which measures the probability and consequences of safety and compliance incidents, disruption to the activities of the University and the financial implications of delay of works.

Minor maintenance works associated with growth in staffing and student load will be the responsibility of faculties / divisions / institutes.

The planned annual program of major backlog maintenance works is submitted for approval each year to the Executive Director, Facilities Management, subject to allocation of budget within the CMP.

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4.1.4 Grounds maintenance

Responsibility for the effective and efficient management of the University's external environment rests with Facilities Management and is administered through the Operations Section. New landscaping work will be informed by the landscape master plan prepared for each of the University's campuses.

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Related Documents

MOPP H/1.1 Physical facilities planning and management

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Modification History

Date Sections Source Details
26.11.19 All Vice-President (Administration) and University Registrar Approval Authority changed as a result of reporting line change - Vice-President (Resources) and Chief Financial Officer to Vice-President (Administration) and University Registrar
03.03.14 H/4.1.1 Executive Director, Finance and Resource Planning Revised policy to include responsibility for maintenance of equipment to off campus facilities
14.01.13 All Director, Facilities Management Minor editorial amendments to reflect organisational restructure
25.10.12 All Registrar Approval authority changed to Executive Director, Finance and Resource Planning
15.08.11 All Registrar Revised Policy - Chapter restructured
24.11.10 All Planning and Resources Committee Approval authority changed to Vice-Chancellor
14.11.05 All Planning and Resources Committee Policy updated
20.12.01 All Director, Facilities Management Updated

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