This image provides a link to the University of Toronto Scarborough home page Facilities Management logo
blueline
Procedures
Guidelines for Installing and Performing Student Art Projects

Guidelines for Installing and Performing Student Art Projects at U of T Scarborough Effective September 2007

Permission

Outside of the 3rd Floor Arts and Administration Building

  • students must get permission from Facilities Management to install projects outside of the third floor of the AA building
  • students must provide a written description of the project which will include:
    • location
    • length of time project will be installed including set up & clean up
    • course code & instructor
    • brief description of the project
    • technical requirements of the project
  • once permission is granted students must notify those who will be directly affected by the project
  • if the project is likely to be controversial, students will notify campus police so that they can deal with any complaints

3rd Floor Arts and Administration Building

  • students can install works outside of the studios on the 3rd floor of the AA building, in the hallways around the core/elevator. This includes the hallways just outside of the studios, the hallway with the washrooms and the hallway with the TA and storage areas.
  • students will not install art works in the long hallway where the bulk of the faculty offices reside
  • students will make minor repairs to the walls once the artworks are removed, i.e. filling the nail holes and touching up the paint.

1265 Gallery

  • students cannot install works outside of the 1265 Gallery on the concrete walls of the meeting place. The Meeting Place is a particularly sensitive area. It is architecturally significant in terms of the John Andrews Building.
  • students can install works on the inside the 1265 Gallery with the permission of the 1265 Gallery.

Safety

  • students will not endanger themselves
  • students will not use ladders without supervision by faculty
  • students will not endanger participants or audience
  • students will not obstruct fire exits (minimum 5’ width to be maintained)
  • students will not obstruct public passageways
  • projects will be securely and safely installed
  • any extension cords or other cables must be taped down with duct tape
  • open flames will not be allowed in public areas

Disturbances

  • students will not engage in racist or sexist activity
  • students will not disturb classes (without permission)
  • students will not disturb study areas (without permission)
  • when in doubt about what causes a disturbance, students should consult the instructor or program supervisor

Installation Guidelines

  • students may not permanently damage walls, floors, ceilings or windows
  • students may not permanently alter the building or any part of the building
  • nails or screws cannot be used without permission
  • major construction cannot take place in public areas without permission
  • adhesives must not be used on painted surfaces without permission
  • adhesives used on non-painted surfaces must be removed, and all gummy areas cleaned by the student; in most instances masking tape should be used
  • students may not dig in the landscape without permission, so as to avoid contact with underground electrical wiring or plumbing

Mess/Clean Up

  • students will remove the project within the agreed upon time
  • students will clean the area & return it to its original condition
  • students cannot expect to use cleaning equipment from facilities management, therefore they must anticipate supplies that will be needed to return the space to its original condition

Damage

  • students will assume responsibility for damages to university property
  • students who refuse to comply with the guidelines will not be given permission to install projects in the future

(Source: Guidelines for Installing and Performing Student Art Projects: Senior Administrators U of T Scarborough (Sept 2007))

Poster

Purpose:

To establish a well defined protocol for the posting of promotional, advertising and election materials throughout the U of T Scarborough Campus.

History:

The most widely used form of promotional communication for student activities, private service providers (housing, entertainment, tutoring, etc) and way finding has been the posting of 8 " x 11" notices taped, stapled, tacked or glued to walls, columns, windows, and bulletin boards.

The practice results in an unprofessional aesthetic with inadequately affixed paper falling to the floor become debris; glue or tape residue remaining on the finished surfaces; paint and drywall scars from the removal of tape or glue; impediments to the view through glass doors or windows.

The Facilities Management Department must clean up and dispose of the debris. The damaged surfaces must be cleaned, repaired and/or repainted. The excessive build up of notices only diminishes the effectiveness of the intended communication.

Over the past three years, the Facility Management Department has attempted to curtain the problems aforementioned by immediately removing any materials that were posted on 'unsanctioned' surfaces. The students, represented by the SCSU have been responsible to review, approve and date stamp any materials prior to their posting on bulletin boards. The SCSU and the Facilities Management Department, worked informally on sanctioning areas for postering and restricting other areas, such as the Hall of Excellence.

In 2004 the current SCSU executive expressed an interest in defining a written policy and to that end, Jon Agg, VP Students and Equity, SCSU, met with Kim McLean, Associate Principal, CAO, and Michel Richard, Director, Facilities Management Department. The principles discussed were supported by the SCSU and Mr. Agg indicated that SCSU would assume responsibility for posting and removal of materials from existing general use bulletin boards and in exchange Ms McLean would direct Facilities Management to purchase, install and paint twelve new 4’ x 8’ bulletin boards for use by the students. Mr. Agg and Mr. Richard would consult on the location for these boards and Mr. Richard would further ensure that appropriate signage was installed at each location. The signage would designate the SCSU as the controlling authority for the bulletin boards.

Action:

  1. Twelve bulletin boards have been installed as per the agreement.
  2. The SCSU has authorized a Poster Policy for Students which includes a fee structure.
  3. Facilities Management will continue to enforce the U of T Scarborough Poster Policy beyond the confines of the authorized bulletin boards.

Policy:

Posters

  1. All persons/departments wishing to post information on the General Use bulletin boards will present such information to the SCSU.
  2. Groups or departments in possession of their own bulletin boards will maintain them in an orderly fashion.
  3. Notices, advertisements, posters, flyers or documents of any kind, shall NOT be attached to any wall, door, window, column, washroom, building sign, or garbage can inside any University building.
  4. Notices, advertisements, poster, flyers or documents of any kind shall NOT be posted on any tree, hedge, building, wall, door window, lamp post, bench, telephone booth, pole, garbage can, recycling bin, building sign, utility box, mail box, newspaper dispenser or fence on outdoor University property. Signs shall not be planted on the grounds unless prior approval has been received from the Director of Facilities.
  5. The University shall provide additional notice boards for Academic Departments to display notices, in specifically designated areas of appropriate buildings. Space will be shared equally by the Academic Departments and each Department will be responsible for maintaining their board in an orderly fashion.
  6. Posters that are in violation of this policy will be removed by Facilities Management Department and offending sponsors will be notified. Organizations that persistently post flyers improperly in non-approved space will be charged for labour and/or material costs related to their removal. The University may use the services of collection agencies for off-campus organizations, and may suspend use of University space privileges to internal groups, to enforce payment of costs.

Note:

Exception - SCSU, Scarborough College Athletics Association and Governing Council Election posters will be allowed on unpainted surfaces with the exception of wood panels and unpainted masonry block in the Meeting Place, and the main foyer of all campus buildings. Only masking tape will be accepted as means of affixing posters to the wall. These signs are to be removed after the event by the person responsible for putting them up. If they are not removed, item 6 above will apply.

Banners

  1. Large banners may only be affixed to the balcony walls in the Meeting Place and are subject to approval from the Facilities Management Department. A date when the banner will be removed has to be supplied to Facilities Management (usually within 24 hours of the end of the advertised event). If they are not removed in a timely manner, item 6 above, will apply.
  2. Banners may not be attached to other banners and must not hang below the concrete bulkhead.
  3. Banners may only be fixed to the wall with masking tape. String or wire is not permitted.
  4. Banners to be left in place for long periods of time must be approved by the Director of Facilities Management.
  5. Large banners on the exterior of buildings are subject to revue and written approval by the Director of Facilities Management.

Commercial Advertising

The University has many special revenue agreements and contracts with external advertising companies. Those who wish to install any permanent commercial advertising signs, posters, or flyers, must obtain approval from the Assistant Principal and CAO.

(Source: U of T Scarborough Poster Policy: Facilities Management and CAO (April 2005))

Renovations and Construction

Construction Practices - What You Should Know

(This includes renovations, alterations, repairs, painting, art displays/projects, equipment installation and furniture attached to floors or walls.)

Any Construction work which includes something as simple as hanging a picture to complete renovations, must be completed through Facilities Management. This is because Facilities’ staff are familiar with labour laws, union agreements, purchasing policies and health and safety and have experience working in these areas. There are also legal liabilities and responsibilities that come into play when completing construction work. Facilities role is to make sure that any work on campus complies with good construction practices and meets your needs.

The University has established minimum quality and life cycle standards for building materials, fixtures and energy efficient systems to be used on campus. Utility services are shared among all building users and any unplanned disruption could be particularly critical for research facilities and life safety equipment. Controls are required to ensure that all systems are compatible. Any work done within the University becomes a liability to the University. This includes responsibility for charges, services, disputes and removal of liens incurred but not paid.

The most convincing reason for not doing the work yourself is that under the Occupational Health and Safety Act, you are deemed the "constructor" which involves any personal injury to any workman or to any other person hurt as a result of the construction. There is a penalty of up to $25,000 or one year in jail. Senior persons in the University, in a direct line of responsibility up to and including University governors, may also be charged. Facilities Management are familiar with code and labour legislations and undertake these responsibilities to protect the University’s interests. We have the experience to inspect contractors' work for compliance to health and safety regulations. From our records of buildings and our many years of involvement on campus, we know what may be hidden in walls and are familiar with site specific fire code issues and important structural systems for the building components.

Please call us. Do not try to undertake the work yourself.

Facilities Management can provide estimates, alternative suggestions, sketches or design drawings, and technical information for any project or work that you may have, or you can request work be completed on a time and material basis.

If you are ordering equipment to be installed within the building, please let Facilities Management know, when you place the order, rather than when it is received. This will allow us to confirm compatibility with the building's electrical, mechanical and structural systems.

Campus Design & Development Renovation Appplication

(Source: Construction Guide: Facilities Management and CAO (July 2007))

Storage of Academic and Intellectual Materials

Interim Policy concerning Storage of Academic and Intellectual Materials

Presented to Planning and Budget Committee U of T Scarborough 14 October 2003

Background

The University is in the process of developing a Policy for the storage of Academic materials. This process could take several months to prepare, and in the interim the Divisions of the University have been charged with the responsibility of developing procedures that will ensure that valuable materials in storage are not disposed of accidentally or willfully.

Interim Storage Procedure for U of T Scarborough:

  1. All Departmental Administrative assistants/Business Officers are required by the CAO to provide a list of faculty members in their Departments who have material in storage, and to identify the location of that material. All heads of Administrative Departments are required to provide a list of materials relating to their departments that are archived and/or in storage. These lists will be provided by a deadline to be specified and no later than 30 April 2004.
  2. Faculty members and Departments with material or equipment storage are required to clearly label their material with a standardized label to be provided by Facilities Management indicating the name of the individual and Department responsible for the stored material, date of initial storage, the character of the stored material, storage location and expiry date for the stored material. This label must be firmly attached to each item stored.
  3. After 1 January 2004 all materials put into storage must be labeled with the standardized label, and the Administrative Assistants/Business Officers will be required to keep an up-to-date inventory of materials and equipment storage.
  4. Unidentified material in storage will not be disposed of until the University policy has been established and approved.
  5. Before any labeled items are disposed of, written approval of the person or head of Department identified on the label is required.
  6. Requests for storage space should be made to Facilities Management at U of T Scarborough.

Storage Inventory Storage Inventory pdf

Storage Label Storage Label pdf

(Source: U of T Scarborough Storage Inventory: Facilities management and CAO (Oct 2003))

Leading Research, Outstanding Faculty, and Vibrant Student Life - Experience U of T Scarborough
© 2007 University of Toronto Scarborough. All Rights Reserved.