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

1. (1) Facilities Inventory.

   1. (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.

      1. (i) The inventory of facilities shall be updated on an ongoing basis.
      2. (ii) The inventory is subject to periodic audits.
      3. (iii) The inventory shall be certified by the institution annually on or before November 1, or as specified by the Board.

   2. (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:

      1. (i) the Space Projection Model;
      2. (ii) calculation of replacement values; and
      3. (iii) calculation of classroom and class lab utilization.

2. (2) Facilities Development Reports. The Board shall consider projects that are included in the facilities development plans (MP1 and MP2). A project that is not included in the plan may be considered if the Board determines that the institution, even with careful planning, could not reasonably have foreseen the project need.

   1. (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, §61.0582. 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 capital renewal 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:

      1. (i) new construction projects $1,000,000 or more;
      2. (ii) repair and rehabilitation projects $1,000,000 or more;
      3. (iii) information resource projects that cumulatively would total $1,000,000 or more in one year;
      4. (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.)
      5. (v) the funding source for any planned project identified in clauses (i), (ii), (iii), and (iv) of this subparagraph; and
      6. (vi) a description of the proposals the institution plans to submit to the Board during the reporting period.

   2. (B) Campus Deferred Maintenance Plan (MP2). On or before October 15 of every year, an institution shall submit an update to its Campus Deferred Maintenance Plan (MP2) on file with the Board. This report does not include capital renewal projects. The report shall include:

      1. (i) a list of an institution's facilities backlogged or deferred maintenance needs for the next five years that cost $10,000 or greater;
      2. (ii) the amount the institution plans to designate each fiscal year for the next five years to address the backlogged or deferred maintenance reported in the Campus Deferred Maintenance Plan;
      3. (iii) the amount of an institution's facilities critical backlogged or deferred maintenance needs for the next five years that cost $10,000 or greater;
      4. (iv) a plan to address deferred maintenance if a project is delayed three years beyond its originally scheduled completion date; and
      5. (v) an explanation for the delay in a project and a plan to address deferred maintenance if a project has remained on the institution's MP2 report for a third year.
   3. (C) Campus Addressed Deferred Maintenance Report (MP4). On or before October 15 of every year, an institution shall submit an update to its Campus Addressed Deferred Maintenance Report (MP4) on file with the Board. The report shall include the amount of backlogged or deferred maintenance addressed in previous fiscal year.

3. (3) Project Status and Tracking Reports

   1. (A) Annually, on or before November 1, institutions shall report the status of all approved 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:

      1. (i) approved and actual project cost;
      2. (ii) approved and actual building cost;
      3. (iii) approved and actual GSF;
      4. (iv) approved and actual NASF;
      5. (v) approved and actual E&G NASF;
      6. (vi) approved and actual source(s) of funding; and
   2. (B) If the actual costs, square footage, or source(s) of funding changed beyond the thresholds defined in §17.14 of this title (relating to Re-approval of Projects), the institution shall submit a project application requesting re-approval of the project and include a justification for the delay in the request.
4. (4) Governing Board Approved Projects. Institutions shall report to the Board annually, on a form specified by the Board, all projects approved by the institution's governing board but not requiring Board approval that add E&G space to the institution's facilities inventory. The report shall be submitted electronically not later than December 1 of each year.
5. (5) Other Reports. Institutions are required to submit such other reports required by the Board.

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.