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RULE §17.101Institutional Reports

Institutions of higher education shall submit current data to the Board for the following reports:

  (1) Facilities Inventory.

    (A) Periodic Review. Institutions shall report a record of all property, buildings, and rooms occupied or in the control of an institution in a format specified by the Board.

      (i) The inventory of facilities shall be updated on an ongoing basis.

      (ii) The inventory is subject to periodic audits.

      (iii) The inventory shall be certified by the institution annually on or before November 1, or as specified by the Board.

    (B) Use. The Board shall use the data reported in the facilities inventory to evaluate project applications, perform facilities audits, to determine compliance with Board Standards, and other required or requested analyses. The facilities inventory shall be used to complete the following reports as required by this section:

      (i) the Space Projection Model;

      (ii) calculation of Campus Condition Index Value; and

      (iii) calculation of classroom and class lab utilization.

  (2) Facilities Development Reports.

    (A) Facilities Development Plan (MP1). On or before July 1 of every year, beginning in 2004, an institution shall submit an update to its Facilities Development Plan (MP1) on file with the Board, as required by Texas Education Code, §61.0572(b)(4). In every even-numbered year, the Board shall provide Facilities Development Plan data to the Bond Review Board for inclusion in the Capital Expenditure Report. This report may include planned maintenance, facilities adaptation, and deferred maintenance projects. The data may be used by the Board to respond to legislative requests, predictions of future space need, and similar analyses. The report shall include projects that are planned or may be submitted to the Board within the next five years, regardless of funding source:

      (i) new construction projects $1,000,000 or more;

      (ii) repair and rehabilitation projects $1,000,000 or more;

      (iii) information resource projects that cumulatively would total $1,000,000 or more in one year;

      (iv) property purchases that cumulatively would total $1,000,000 or more in one year. (The actual property address or location for individual property acquisitions may be, but are not required to be, identified in a single proposed project entitled "property acquisitions" with a total cost of all purchases or acquisitions projected over the reporting period.)

      (v) the funding source for any planned project identified in clauses (i), (ii), (iii), and (iv) of this subparagraph; and

    (B) Campus Condition Report. Annually, institutions shall provide their Campus Condition Report as supplied to their Governing Board.

  (3) Project Status and Tracking Reports.

    (A) Annually, on or before November 1, institutions shall report the status of all reviewed projects to the Board. Reporting to the Board on an annual basis shall cease after the construction project is placed into service and included in the Facilities Inventory Report, or the property acquisition is completed, or the renovation shall be reported to be complete. The report shall include, but is not limited to:

      (i) submitted and actual project cost;

      (ii) submitted and actual building cost;

      (iii) submitted and actual GSF;

      (iv) submitted and actual NASF;

      (v) submitted and actual E&G NASF;

      (vi) submitted and actual source(s) of funding; and

    (B) If the actual costs, square footage, or source(s) of funding changed to the point where the project is no longer compliant with the applicable rules standards for that project type, the Board may submit notifications in accordance with Texas Education Code §61.0572 (pertaining to real property acquisitions) and Texas Education Code §61.058 (pertaining to new construction, and repairs/renovations).

    (C) In order to collect costs to determine valid cost standards, institutions shall provide actual building type, building cost, designation of new construction or repair and renovation, GSF, NASF, and E&G NASF for completed projects over $4 million and less than $10 million.

Source Note: The provisions of this §17.101 adopted to be effective August 15, 2004, 29 TexReg 7694; amended to be effective August 21, 2005, 30 TexReg 4648; amended to be effective May 16, 2006, 31 TexReg 3872; amended to be effective August 15, 2007, 32 TexReg 4974; amended to be effective November 29, 2010, 35 TexReg 10501; amended to be effective August 15, 2013, 38 TexReg 5074; amended to be effective September 4, 2014, 39 TexReg 6853

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