[Major revision–posted 1/6/26 (replaces 9/29/20 edition)]
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Operating Policy and Procedure

OP 61.35: Requesting Approval for Self-Help Projects

DATE: January 6, 2026

PURPOSE: The purpose of this Operating Policy/Procedure (OP) is to provide guidelines for university departments requesting approval to self-manage maintenance or construction-related work in education and general (E&G) and auxiliary facilities. Operations Division will provide guidance and support to ensure the project scope meets all university and regulatory compliance requirements.

REVIEW: The Assistant Vice President for Facilities & Construction of Operations coordinates the review of this OP with key respective partners every two years after publication. The Associate Vice President for Operations approves minor revisions with substantive revisions forwarded to the Senior Vice President for Administration & Finance and Chief Financial Officer for approval.

POLICY/PROCEDURE

1.  Definitions

a.    Self-Help Project – A self-help project is defined as maintenance or construction-related work that is either (1) performed by qualified employees outside of the Operations Division or (2) managed by qualified employees outside of the Operations Division with the work performed by contracted vendors.

b.    Staff Qualification – Staff qualification refers to relevant training, certification, and/or skills and experience that staff must have to perform the assigned work safely and to meet all applicable compliance requirements.

c.    Project Working Group – Committee comprised of Administration & Finance representatives providing guidance and approval for the project delivery, funding, budget, prioritization, and scheduling of campus projects using the established fiscal year budget and tiered framework for project assessment and decision-making. The Project Working Group is a subcommittee of the Project Advisory Group.

d.    Project Advisory Group – Committee with broad campus representation to provide guidance on the prioritization and scheduling of campus construction and renovation projects. More information, including current committee members, can be found on the Operations Division website.

2.  General Policy

The university must maintain the highest standards for health and safety, building appearance, and quality of structural materials and finishes to ensure compliance with university standards, building codes, and regulations. All self-help projects require written approval, prior to starting the project, from the Project Working Group to ensure compliance with Chapter 08, Section 08.05, Regents’ Rules.

If a department completes an unauthorized self-help project that does not meet code requirements, the department will be responsible for all additional expenses required to meet regulatory and code compliance, all costs for managing and coordinating such projects, and costs for Operations Division staff to oversee the necessary repairs to restore the space to required compliance status. If there are repeated violations, the department may lose its ability to execute future self-help projects.

Self-help projects that require the use of contracted vendors shall follow university procurement requirements related to bidding, contracting, insurance, etc., as written in OP 72.09 Procurement of Goods and Services. Violation of university procurement requirements will result in delayed payment to the vendor. State-appropriated funds cannot be used for non-compliant transactions. Any exception to the requirement to use a contracted vendor requires prior written approval by the Assistant Vice President and Chief Procurement Officer.

3.  Eligibility Criteria

To qualify as a self-help project, all the following conditions must be met:

a.    Cost

Total project cost must be less than $100.000. Projects cannot be broken up into smaller projects to circumvent this threshold. Exceptions for critical projects related to athletic intercollegiate requirements with a cost of $100,000 or more will be jointly reviewed by the Deputy Athletic Director, Assistant Vice President and Chief Procurement Officer, and Associate Vice President for Operations.

b.    Asbestos Safety

The scope of work must comply with Texas Department of State Health Services regulations, which prohibit the installation of asbestos-containing materials within public buildings; in addition, the scope of work shall not disturb any existing asbestos-containing material that may contaminate the air and space. Please note that the Operations Asbestos Compliance & Safety Office shall conduct an asbestos survey on all self-help requests. This survey and reporting typically take a minimum of five (5) business days.

c.    Building Systems

The scope of work shall not impact the building and facilities systems or infrastructure. Impact to building systems includes repairing, upgrading, or installing building systems such as heating, ventilation, and air conditioning (HVAC); electrical systems; infrastructure; plumbing; elevators; escalators; lifts; roofs; exterior structural systems; and other elements of the building. Impact to facilities infrastructure includes increases in electrical load, water pressure, or similar changes.

d.    Minimal Disruptions

The scope of work shall not require building shutdowns that could significantly impact other occupants or users of the facility, for example, HVAC, electrical systems, or all restrooms.

e.    Compliance

The scope of work shall not include or impact regulatory or code compliance issues, such as fire, life safety, or Americans with Disabilities Act (ADA).

f.    Staff Qualifications

If the work is to be completed by in-house staff, the in-house staff must have the required training, certification, skills, and experience to self-perform the work safely and to meet all applicable compliance requirements. If a contracted vendor is expected to perform the work, the assigned department project coordinator must have the required training, expertise, and experience to manage the contracted vendor to ensure the work is completed to meet the university’s highest quality standards and all applicable compliance requirements.

4.  Examples of Typical Self-Help Projects

a.    Replacement or installation of carpet or other flooring in offices or residence halls;

b.    Painting;

c.    Installation of window blinds that meet university standards;

d.    Installation of free-standing millwork or furniture less than or equal to four feet from floor to top of the item, such as cabinets, chairs, and non-modular desks;

e.    Installation of free-standing gym and or kitchen equipment that does not change the utility requirements or utility load in the building;

f.    Installation of replacement ceiling tiles;

g.    Installation of replacement lamps or ballasts;

h.    Installation of replacement plumbing fixtures that do not require floor or building water system shutdown; and

i.    Installation of restroom and bathroom accessories. 

5.  Work and Materials Standards

a.    Approved self-help projects must meet all minimum requirements of national, state, and local regulations, laws, codes, operating policies, and the university’s standards.

b.    Approved self-help projects must be performed by State of Texas-licensed, skilled technicians or contracted vendors from the Procurement Services contract resources list to meet all regulatory codes and the university’s standards.

c.    The department’s assigned project administrator must:

• Possess the experience and expertise to manage the project;
• Ensure all pay applications are reviewed and submitted in accordance with university requirements; and
• Ensure the project meets all regulatory requirements and the university’s standards.

6.  Self-Help Project Submission

The following steps are required to request approval for a self-help project:

a.    Verify Eligibility

Ensure that the self-help project meets the definition, policy, and all eligibility criteria listed above.

b.    Identify Funding

Provide the funding source with the self-help project submission. If the project requires creation of a construction FOAP (Fund, Organization, Account, Program), review and approval for the new fund will be determined by the Assistant Vice President and Chief Procurement Officer and the Associate Vice President for Operations. Any request to finance the project with commercial paper must be reviewed and approved by the Senior Vice President for Administration & Finance and Chief Financial Officer.

c.    Define Scope

Provide detailed scope of work, including:

• Building name, floor, suite/room number(s), plans, and specifications, if applicable;
• Name and contact information of the department’s assigned project coordinator;
• Proposed project construction start date and expected duration in days;
• Whether the project will be self-performed or self-managed. If self-managed, include the department’s selected vendor. Note: the selected vendor must be listed on the Procurement Services contract resources list. Departments may also consult with Texas Tech’s Strategic Acquisitions Office to obtain additional information about the use of contracted vendors;
• A list of any impacts to technology or audio/visual equipment. Any work that will impact or include technology or audio/visual equipment must be coordinated with the Information Technology (IT) Division by contacting IT Help Central; and
• If the scope of work includes access, such as badge access and or hard keys, and security, such as cameras, panic alarms, or other safety-related items. The access and security request must be coordinated with Operations. Operations will work with the Texas Tech Police Department and Fire Marshal on such related requests.

d.    Obtain Quote

Solicit a quote for the scope of work, following university OP 72.09, Procurement of Goods and Services.

e.    Submit Request

Submit all required documentation (funding, scope, quote, and any required approvals) to Operations iServiceDesk.

• If the Operations Asbestos Compliance & Safety Office certifies that asbestos abatement or encapsulation is required for the scope of work, a report will be provided with directions for safe removal and/or encapsulation of the asbestos-containing material to protect the health and safety of occupants. All removal and/or encapsulation work must be coordinated with Operations to engage a contracted vendor from the Procurement Services contract resources list.
• All costs associated with asbestos abatement are the responsibility of the requesting department, including fees for Operations to inspect the completed project. Similarly, any liability attached to the improper disposal of asbestos-containing materials, chemicals, or waste materials is the responsibility of the requesting department.

7.  Review and Approval Process

Upon certification of no asbestos or completion of any required asbestos abatement or encapsulation, the request moves to the Project Working Group for review.

a.    If Approved

(1)    Operations sends an approval notice to the requesting department, Procurement Services, and the Senior Managing Director of Engineering & Construction. Operations will also assign and notify the project inspector.

(2)    The approval notice will include the Operations Division fee to cover inspection services for review for code compliance and site inspection. The fee for projects under $10,000 is $500. The fee for projects of $10,000 or more is $1,000.

(3)    If a construction contract is required, Operations will submit a purchase requisition to Procurement Services and will prepare the contract request. Procurement Services will notify Operations and the requesting department when the contract has been fully executed. The requesting department can begin construction once it receives the approval notice and a fully executed contract, if a contract is required.

(4)    Upon completion of the project, the department will notify Operations and the assigned project inspector for final site inspection. The project inspector will schedule an inspection within five (5) business days of receiving the completion notice and provide a punch-list of items to be completed by the department and/or the contracted vendor within ten (10) business days.

(5)    The department will notify Operations and the assigned project inspector once all punch-list items have been completed and certify final payment.

(6)    The project inspector will issue a Self-Help Project Final Approval Form certifying that the project is complete and meets all regulatory and university standards.

(7)    Upon issuance of final payment, the project will be closed. After the project is closed, the department will be responsible for notifying Operations of any concerns or issues related to the work.

b.    If Not Approved

Operations will notify the department with an explanation of the Project Working Group’s decision and offer three options:

(1)    Option 1: Convert to a standard project. Upon the department’s acknowledgement of this option, Operations submits a new funding request, including all costs submitted by the department, design cost if applicable, and all associated Operations fees to the department for review and approval.

(2)    Option 2: Close the self-help request and cancel the work.

(3)    Option 3: Submit an appeal to the Project Working Group. To do so, the department must:

• Contact Operations to request placement on the next Project Working Group agenda. The Project Working Group meets monthly. If the appeal request is received within five (5) business days of the next meeting, it may be placed on the following month’s meeting.
• At the Project Working Group meeting, the department has an opportunity to present justification for proceeding as a self-help project.
• After hearing the appeal, all decisions from the Project Working Group are final.

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