Services & Funding

Facilities Management (FM) is funded to provide maintenance services to centrally-supported facilities, that is, permanent facilities of the campus which house academic, research, and/or administrative functions, and which are supported by the central budget. FM may also provide services through recharge. The Facilities Management Services & Funding Guide provides our customers with a list of services provided, differentiating between those services that are centrally funded and those services that are rechargeable to the department. All services may be available on a recharge basis to auxiliary units and units in non-centrally funded spaces.

Facilities Management operates and maintains UCSB facilities as set forth in the University of California Office of the President FACILITIES MANUAL VOLUME 6, which clearly defines maintenance, repair, and replacement as distinct activities, each with specific implications for how work is performed, funded, and approved. 

Facilities Management is funded to maintain original or integral building systems — such as roofs, HVAC, floor coverings, and built-in casework — that were purchased with state funds and are located in state-supported campus spaces, in order to ensure they remain functional throughout their expected useful life. 

Facilities Management does not pay for the maintenance, repair, or replacement of specialized research equipment. In addition, the maintenance for any building space that has been re-purposed or modified by the department, and maintenance of department purchased equipment (i.e. air conditioning added to accommodate increased load in a server room), is recharged.

We remain committed to supporting the campus mission, while continuously adapting our priorities to align with available resources.

Definitions

• Departmental space includes space assigned to a campus department.
• A Memorandum of Understanding (MOU) is a formal agreement used to clarify the roles and responsibilities of Facilities Management and collaborating departments, units, or external partners. It also addresses risk management considerations such as liability, indemnification, insurance, and other factors related to the planning, execution, or oversight of maintenance or operational activities on campus.
• Misuse refers to the operation of a piece of equipment or space in such a way that requires repairs or replacement. The cost of repairs to a space or building equipment due to misuse or negligence by a department may be recharged to that department.
• Public space includes building corridors, lobbies, stairwells, elevators, and restrooms.
• Recharge requests are for services beyond routine services or maintenance and/or outside of any specific Service Level Agreement (SLA). These requests are recharged to the customer or department requesting the service or maintenance. 
• Routine maintenance involves planned, scheduled upkeep of facilities and equipment to prevent deterioration and extend their lifespan. This work is typically carried out on a set schedule and as funding allows, such as quarterly inspections, annual servicing of mechanical systems, or periodic cleaning and painting. If a department or unit wishes to have maintenance performed more frequently or outside the established schedule, additional funding from the requesting department may be required. Routine maintenance is proactive, focusing on preserving the long-term condition of assets rather than responding to immediate issues.
• Routine service refers to ongoing, day-to-day support provided by Facilities Management for centrally funded spaces and equipment. These services are generally performed in response to recurring needs or minor issues as they arise, such as replacing a light fixture, adjusting HVAC systems, or addressing a plumbing problem. Routine services are funded centrally and are not recharged to individual departments or units. Their primary purpose is to maintain the functionality and usability of building components and systems, ensuring that facilities remain safe and operational.
• A Service Level Agreement (SLA) is a formal agreement that defines the level of service Facilities Management is expected to deliver to campus departments and units, including factors such as quality, availability, and timeliness. It sets clear expectations and a framework for accountability, ensuring that both Facilities Management and the department understand the scope of maintenance or service to be performed, the schedule for completion, and the associated funding sources.

Recharge Requests

All maintenance and repairs of departmental equipment and systems are treated as recharge requests, unless specifically covered by a MOU or SLA. Departmental equipment is defined as supporting the activities and functions of an individual department or activity and not the building as a whole. Departmental or specialized equipment or systems and supporting connections which are installed by or for an individual department are the ongoing maintenance and replacement obligation of the department and all services will be recharged.

Event support, non-emergency repairs requested to be done after-hours and elective departmental projects and shutdowns will be recharged.

Routine Maintenance

The following building items are included in routine maintenance services:

• Systems which support the entire building, such as heating, ventilation, electrical and plumbing, and building-wide utility systems such as chilled and hot water, DI, gas, potable water, waste and storm water lines
• Building envelope components such as windows, roofs, and walls
• Finishes and casework integral and/or original to the building such as doors, cabinets, and common area finishes
• Standard locks, hardware, and closers
• Elevators and similar equipment
• General Assignment classrooms finishes and fixtures
• Fixtures and equipment supporting entire building such as restroom fixtures and drinking water fountains

Approved Recharge Rates:

 * Depends on trade