SOUTHERN
POLICIES AND PROCEDURES
December 8, 2008
FRATERNITY
AND SORORITY LOAN POLICY
The Univ=
ersity
is permitted to loan funds to fraternities and sororities to finance
construction, renovation or remodeling projects, subject to the following
requirements:
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Total project cost includes constr=
uction
costs as well as soft costs such as consultant fees, materials testing, pro=
ject
management fees for CPPO services, permits, furnishings, fixtures and
equipment, relocation costs, temporary living arrangements, contingency, et=
c.
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The University will
assign a Project Manager to the project who is responsible for ensuring the
infrastructure and systems meet University and
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SOUTHERN
POLICIES AND PROCEDURES
December 8, 2008
FRATERNITY
AND
This pol=
icy is
to address requirements for any fraternity and sorority building projects a=
nd
major renovations to existing space.
An overs=
ight
committee chaired by the Vice President for Student Affairs which includes =
representation
from Campus Planning and Plant Operations (CPPO), Student Affairs, and the
Controller’s Office will approve any University owned and non-Univers=
ity
owned house projects when the house is on University owned land.
University Owned Houses:
Criteria=
for
approval includes:
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Ø
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These donations become the
University’s funds. The
University will establish a maintenance fund or maintenance endowment with =
any
excess funding received.
Ø
Exceptions to this funding or addi=
tional
budget authority needed must be approved by the Vice President for Business=
and
Finance.
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For purposes of this requirement, written pledges of at least 80% of=
the
funding anticipated from donations must be in place. Exceptions to this requirement mus=
t be
approved by the President and/or the Vice President for Business and Financ=
e.
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The Over=
sight
Committee should, for University-owned house projects, establish a user gro=
up
to communicate requirements necessary to ensure program needs of the house =
are
met. The user group will be c=
haired
by the Vice President for Student Affairs or designee. Membership may vary, but should in=
clude
CPPO and Residence Life and Student Housing (RLSH) personnel as well as
representation from the fraternity/sorority, such as alumni and/or current
members.
A CPPO p=
roject
manager will be assigned to all fraternity/sorority building projects. CPPO Project Managers for
University-owned housing projects are responsible for managing all aspects =
of
the project for the University through the planning, design, construction <=
span
style=3D'mso-spacerun:yes'> and warranty phases. The CPPO Project
Manager is the liaison among the various constituencies (SMU Administration,
architect, construction firm and user group). An exhibit reflecting the
responsibilities (Exhibit A) and a chart depicting the relationships of
the various involved parties =
(Exhibit B) are attached.
Non-University Owned Houses:
Projects=
for
houses not owned by the University must be funded entirely by the
fraternity/sorority. See sepa=
rate Fraternity and Sorority Loan Policy for
specific loan requirements.
CPPO Pro=
ject Managers
for housing projects not owned by the University are responsible for protec=
ting
the University’s interests.
Primary responsibilities of the CPPO Project Manager for these proje=
cts
include reviewing architectural specifications and construction plans to en=
sure
they are consistent with the current type and quality of architecture,
materials, and construction on campus, and to review construction contracto=
rs’
pay applications for processing. When
draws on any loans are processed, the CPPO Project Manager will inspect the
work completed to protect the University’s interests, ensuring it is
consistent with the architectural specifications, and that the current pay
application requested matches the work that has been completed. The fraternity/sorority for these
housing projects not owned by the University have the primary responsibility
for the project, and to protect their
interests, they are encouraged to engage third party support (project
management). Should there be =
a need
for further involvement of the CPPO Project Manager to support/manage the
project, the University will negotiate a fee for such services with the
fraternity/sorority. An exhib=
it
reflecting the responsibilities (Exhibit C) and a chart depicting the relationships of
the various involved parties =
(Exhibit D) are attached.