Building Directors - Terms of Reference

McGill UniversityJune 13, 2015

BUILDING DIRECTORS - TERMS OF REFERENCE

1. INTRODUCTION

1.1.In each University building, a staff member is appointed as Building Director (BD) by the Dean responsible for the area or, in the case of administrative buildings, by the senior Director. (In the absence of a senior Director, the BD is assigned by Campus Space and Planning in consultation with the building occupants.) In turn, Building Directors in larger buildings or building complexes may opt to appoint Deputy Building Directors to assist with the workload. In such cases, the following Terms of Reference shall apply to the Deputy Building Directors to the extent that responsibility has been transferred to the Deputy BD by the BD.

1.2.The responsible Dean shall advise the Office of Campus Space Planning of any new appointments of Building Directors or Deputies. Various models exist for this position on campus, including dedicated Building Directors hired specifically for this purpose. Staff members who accept this designation usually take on the responsibilities delineated belowin addition to the duties associated with their official staff appointment.As a result, additional support and/or relief from their official staff responsibilities may be required during periods of high BD demand (ex: moves, renovations).

1.3.A Building Director’s website has been establishedwhich includes all the documents referenced herein:

1. AUTHORITY

These Terms of Reference are issued by the Associate Vice-Principal (University Services) and shall constitute the necessary authority for Building Directors (and Deputy Building Directors to the extent that responsibility has been transferred to them) to carry out their functions. Their scope of authority extends to all space in their respective buildings having due regard for departmental, Faculty and University jurisdictions where required.

1. RESPONSIBILITIES

General responsibilities of Building Directors are summarized as follows:

3.1.Responsibility for dissemination of information to building occupants regarding University policies concerning building management, safety and security, and for their application. The latest versions of these policies are posted on the Building Director’s website.

3.2.A liaison role between building users and the service departments involved in the operation of the facilities

• Facilities Operations& Development (FOD), including Project Management, Facilities Operations, and Buildings, Grounds & Special Events
• University Safety including Security Services, Emergency Measures & Fire Protection, Environmental Health & Safety

• Office of Campus Space Planning (CSP)
• Content, Collaboration and Solutions (CCS)

NB: It is understood that these units shall maintain an ongoing dialogue with BDs regarding any anticipated or current activities in their buildings.

3.3.A liaison role between emergency responders and building occupants in the event of emergency.

NB: Building Directors must provideCampus Security () and FCC access to their buildings’ LISTSERVs(see 4.1 below), to allow direct communication with all building occupants in case of emergency and/or in the absence of the BD.

3.4.An advisory responsibility to the Associate Vice-Principal (University Services) or his/her delegate, on matters affecting the operation of the building, and to the Office of Campus Space Planning on matters concerning space allocation.

1. DUTIES

Building Directors will ensure that the following functions are carried out:

4.1.Maintain a LISTSERV (electronic mailing list) of building occupants for each building. (Contact IT Services for support, if required.)

4.2.Distribute University Building Regulations andinformation pertinent to their buildings’ operations to their building occupants.

4.3.Provide assistance and information to Vice-Principals, Deans, Chairs and other academic/administrative managers regarding space allocation in consultation with Campus Space Planning.

4.4.Collaborate in the updating of the space database system (FAMIS)by advising Campus Space Planning, at minimum on an annual basis, of any changes to the room by room space allocation in the building, and also of any errors/omissions in the current base building floor plans.

4.5.Coordinate with the users and with the service departments indicated in 3.2, as appropriate, with respect to the temporary assignment of space for conferences, entertainment and other special events not related to regular academic activities, and approve such events as per the Building Policies as outlined in the following website:

4.6.Advise Facilities Operations & Development, via the Facilities Call Centre (FCC), (local 4555) or via FAMIS of any building problems or urgently required repairs.The status of the service request can be viewed by BDs in FAMIS.

4.7.Help Facilities Operations & Development coordinate all building cleaning, regular maintenance, construction/renovations, and/or building shutdowns as requested by them. A request for support shall be sent to BDs by FOD with at least 48 hours notice of such activities, except in case of emergency.

4.8.Sign off on all projects undertaken with their building.

4.9.Communicate and coordinate with Security Services (telephone local 3000 at downtown campus and 7777 at Macdonald Campus) regarding emergencies.

4.10.Communicate and coordinate with Utilities and Energy Management on HVAC systems operating hours and approve allchanges to these hours, whether temporary or permanent.

4.11.If and when requested by Dean, collect information from building usersregarding proposedrenovations, improvements and repairsfor consideration in the annual capital alterations budget cycle.

4.12.Communicate and monitor building opening and closing hours and ensure these are publicly displayed(See “Building Hours” in Building Policy available at Communicate any discrepancies to Security Services.

4.13.Assist the designated University Fire Prevention Officer (local 3473) in reviewing fire and emergency regulations, and support the organization ofthe annualevacuation exercises. (Note that Evacuation Exercise training is available for Building Directors:contact the Fire Prevention Office to arrange this.) In buildings where special hazards exist, ensure that the Fire Prevention Office (FPO) is aware of these hazards. Assist in the publicizing of fire and emergency procedures and facilitate the distribution of related information(See "Fire Protection Policy"at

4.14.SupportSecurity Services personnel in the conduct of security audits and the introduction of appropriate means and methods to ensure building security.

4.15.In consultation with Environmental Health & Safetypersonnel, assist in identifying the full-time employees in the building best suited to undergo first aid and cardiopulmonary resuscitation training.

4.16.When needed, assist Environmental Health and Safety staff in matters related to occupational health and safety.

4.17.In buildings housing laboratories or workshops, liaise with Hazardous Waste Management (tel. (514)398-5066) in matters pertaining to the disposal of chemical, biological and radioactive wastes. In buildings with regular demand for hazardous waste disposal services, the appointment of hazardous waste coordinators is suggested.

4.18.Control the distribution and return of all internal keys,maintain a registry [BL2]for this purpose, and manage the LENEL card access system for the building. Authorize, in liaison with Security Services and the department concerned, access to a building, room or areaduring “silent”hours (defined as the hours the building, room or area is not normally considered open: see “Building Hours”).

4.19.Approve the distribution of pamphlets, leaflets, etc., the posting of notices,the setting up of counters, voting stations, etc., and the installation and use of public display screens.

1. LIAISON AGENT

A Liaison Agent shall be designated by the Associate Vice-Principal (University Services) to act as the point of contact between Building Directors and University Services. The Liaison Agent shall also:

• Ensure that the Building Directors’ website, including the list of Building Directors and their coordinates, is maintained and updated as appropriate by Campus Space and Planning personnel
• Organize and chair meetings of the Building Directors’ Working Group
• Organize and facilitate Building Directors’ Workshops
• Establish the agenda for the annual Building Directors’ luncheon

1. BUILDING DIRECTORS WORKING GROUP

An ad hoc Building Director's Working Group shall be established under the authority of the Associate Vice-Principal (University Services)to review common problems of concern to Building Directors in general and to develop suggestions for improved regulations, procedures, and communications.The Building Director Liaison is delegated by the AV-P to call and Chair meetings of the working group on an as-needed basis.

[LS1]Broken link, we will supply a new link shortly.

[BL2]A template for this is under development. Once ready, it will be posted on the BD website and a link provided here.