Student Center Building Management Plan

This plan for the Student Center was developed by the Building Operations Committee.

Last updated: July 2026

Document owner: Hugo Garcia, Building Manager, Student Center

Background

This building management plan creates a structure to address building-related issues, from overseeing building operations to occupant safety.
The building is occupied by departments and staff from four divisions, Equity & Inclusion (E&I), Student Affairs (SA), Undergraduate Education (UE) and Cal Performances. If the space allocations change, this document will be updated to reflect the occupants.
The Division of Academic Planning and Office of Space Planning will post the building management plan on their website under Governance of Multi-Unit Buildings.

Building Management

The Building Manager is responsible for the physical aspects of the building, its maintenance and operation. The Building Manager contacts Facilities Services, Environment Health & Safety, UCPD, and other campus partners as relevant to address building needs.
The Building Manager is not responsible for 24/7 building security. For building safety and security needs outside of the building manager’s regular working hours, UCPD should be contacted directly.
The Building Manager reports through the Immediate Office of the Vice Provost for Undergraduate Education. Although the role does not have formal dotted lines, the Building Manager is accountable to the leadership of Equity & Inclusion, Student Affairs, and Undergraduate Education for the collaborative management of the building.

The Building Management Committee consists of two designated representatives from each division assigned space within the building. Each division’s two representatives are appointed by the Chief of Staff of their division. The Building Management Committee will meet monthly during the regular academic year, or more frequently if needed.
The Building Management Committee develops general building protocols and provides input to the Building Manager on both operations and issues of a non-routine nature. The Building Manager (or designee) chairs the Building Management Committee and keeps the committee informed on an ongoing basis.
Building Management Committee members act as liaisons between their department and division and building management. Committee members are responsible for understanding emergency preparedness and other building protocols and relating this information to their department.

Communication

The building manager is responsible for communicating relevant information about the building and facilities to managers and staff working in the Student Center. The normal method of communication will be to email the building email lists for managers and for staff.
The building manager is responsible for maintaining email lists for staff working in the Student Center and for managers working in the building.

Building committee members should work with the building manager to ensure that staff from their divisions are being added/removed from the email lists in a timely fashion when new hiring or departures occur.
Student assistants and academic student employees who are frequently working in the building may also be added to the Student Center staff email list, at the request and discretion of the unit hiring them.

The building committee will meet once per month during the regular academic year to discuss building-related issues. The meeting frequency may be changed by agreement within the committee.

Building Hours and Access

In the event that the building is closing early or subject to a different schedule, a notification will be emailed to the building listserv.
Significant changes to the building’s standard hours should be discussed with the Building Committee before implementation.

Outside of the standard hours, the building is only accessible via card reader.
Staff with assigned office space in the building may request 24-hour building access via card readers. The building manager is responsible for managing these access requests.
Units with direct exterior access may operate their doors on different schedules but are responsible for ensuring building security if they choose to have the building open at a time when building management staff are not available.

Building Management Costs

The Building Manager position is funded through an ongoing Student Services Fee allocation approved by the Chancellor, starting in academic year 2025-26. The SSF funding is used partly to support the Building Manager’s compensation and benefits.
Any funds remaining in the SSF allocation after the Building Manager’s salary and benefits are paid are to be used for building maintenance, custodial work, and improvements.

Priority for this funding should be given to shared building costs (example: painting common hallways), rather than projects that benefit only one unit.
The building manager is responsible for tracking expenditures, ensuring they are aligned with the funding intention, and reporting on usage of the funds. The UE finance team supports the Building Manager with tracking the use of these funds.

When shared building costs arise that exceed the annual SSF allocation, they will be funded by the three divisions working together, with costs divided as follows:

For expenses that affect the whole building collectively: costs divided proportionally based on allocated square footage to each division.
For expenses that affect multiple divisions/units but not the whole building: costs divided proportionally based on allocated square footage to each division in the relevant/affected area.
For expenses that affect only one division/unit: unit is responsible for the expense.

Space Planning under the Vice Provost for Academic Planning (VPAP) maintains the system of record for space assignments, upon which billing might be based. It is the responsibility of each department to maintain its space profile within this system by collaborating with the Space Planning team.

Building Safety

The building manager is responsible for maintaining an updated safety plan for the building, including emergency management and evacuation plans, and for keeping these plans on file with the appropriate campus offices.
The building manager should regularly conduct emergency drills, such as fire drills, in coordination with relevant campus offices such as the Office of Emergency Management and the Office of Environment, Health, and Safety.
Building committee members should bring any building safety issues that come to their notice to the attention of the building manager.

Conflict Resolution

Step 1: Building-related disputes should be brought to the building manager to address.
Step 2: Disputes that can’t be resolved by the building manager should be brought to the Student Center Building Management Committee to resolve.
Step 3: Disputes that the Building Management Committee cannot resolve should be brought to the offices of the Vice Chancellor for Student Affairs, the Vice Chancellor of Equity and Inclusion, and/or the Vice Provost for Undergraduate Education, as relevant depending on which divisions are represented in the conflict.
Step 4: If all previous dispute resolution attempts are not successful, the issue will be forwarded to the Space Assignments and Capital Improvements Committee (SACI) for resolution. SACI's decision will be final.

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