Distribution of Building Plan Documents and Architectural Drawings

  1. Issued:November 1, 2005
  2. Revised:November 1, 2005
  3. Last Reviewed:November 1, 2005
  4. Policy Number: FO-28
  5. Responsible Office:Office of the Chancellor
  6. Policy Contact:
  8. Print Policy
The purpose of this policy is to outline the practices for distribution, dissemination, and access to building plan information, documents, and architectural drawings that will be available through the Records section of Facilities & Services, through individual campus units, or available via the web. The intent of this policy is to promote the open access to necessary building information for students, faculty, staff, authorized agents representing interagency units, and the general public without compromising the safety and security of the University of Illinois, its students, faculty, staff, visitors, or physical infrastructure. The policy is not intended to restrict academic research and publication of research work products. This policy covers all forms of media through which University of Illinois Building information may be disseminated (i.e. CD’s, DVD’s, etc.)

The classification of and access to facilities related data at the University of Illinois Urbana-Champaign (UIUC) shall be as follows:

Public Data

Public data is information that is available to the general public. This includes access to the campus master plan, campus base maps representing the placement of buildings, landscape, urban planning, and American with Disabilities Act (ADA) information.

  1. Access: granted to the general public and to all faculty, staff, and students of UIUC.
  2. ADA information will include the necessary accessibility information to allow persons with disabilities and members of the general public the ability to navigate the campus exterior and interior corridors of UIUC buildings.
  3. The floor plans will typically reflect wayfaring information including entrances, halls, stairs, elevators, in addition to ADA accessible information, restrooms, classrooms, seminar rooms, auditoria, and teaching labs.

University Internal Facilities Data

University Internal Facilities Data is information that is accessible only to current employees of the University, who are in good standing, to promote the conduct of business or to facilitate the education for students within select courses of study (engineering, architecture, urban planning, etc.).

  1. Access to University Internal Facilities Data is granted to:
    1. All current faculty and staff employees of UIUC who are in good standing.
    2. Students, who are currently enrolled in the academic disciplines of Architecture and Urban Planning who require access to building documents, will receive access to this data through their respective College/Unit departments as previously arranged through the Division of Public Safety.
    3. Students not enrolled in the aforementioned disciplines may receive access by completing a Facilities Data Security Agreement and Information Request Form. Faculty who wish to provide access to record drawings for students taking their classes must request access permission for the class prior to the start of the semester. Students requesting access to drawings must provide verification (a valid student ID) prior to receiving the drawings or access to the drawings.
    4. Representatives acting on behalf of intergovernmental agencies through existing mutual assistance agreements may obtain access to these drawings by verifying their status and need with the Records section of Facilities & Services.
    5. Representatives of University approved or authorized architects, engineers, contractors, consultants, surveyors, etc. may obtain access to these drawings through their assigned contacts within the Planning Division of Facilities & Services.
  2. Examples of this data include:
    1. Floor plans and space inventory;
    2. Elevations & Site plans;
    3. Record drawings.
  3. Access to aerial photography of any campus location requires the user to complete a Facilities Data Security Agreement and Information Request Form.
  4. University Internal Facilities Data will be made available to individuals (faculty/staff) working on specific projects or in approved courses of study where the use of such information promotes the academic mission of the campus. Faculty requesting record drawings for their classes should make those requests known as far in advance as possible in order to receive timely consideration of their request. Requests should be forwarded to the Director of Emergency Planning at (217) 333-1491 or the Division of Public Safety at (217) 244-4885.
  5. Access is granted to UIUC affiliated personnel through their bluestem password and enterprise ID.
  6. External users may obtain access through separate authorization (Attachment II) and the assignment of a network login and password ID.

Limited Access & Restricted Facilities Data

Limited Access & Restricted Facilities Data is data that is accessible only with specific authorization.

  1. Access – Some building data is deemed restricted and not subject to distribution without specific permission from the Executive Director of Public Safety or his/her designees.
  2. Examples of this data included:
    1. Public assembly facilities;
    2. Lab animal holding facilities;
    3. Research facilities;
    4. Facilities housing communications infrastructure;
    5. Facilities housing hazardous materials;
    6. Utilities related data;
    7. Aerial photographs of University areas are “restricted access” unless they are low resolution (1:24,000 or 1:40,000);
    8. Government contract facilities;
    9. Survey control maps;
    10. High Resolution Topographic maps (excludes Low Resolution 1:24,000 or 1:40,000);
    11. GIS data.
  3. Individuals requesting access to Limited Access & Restricted Facilities Data who are not pre-approved nor authorized to receive such information must complete a Facilities Data Security Agreement and Information Request Form. Completion of the request form constitutes an agreement to comply with the provisions contained therein.
  4. Requests for information submitted using the Facilities Data Security Agreement and Information Request Form will be reviewed and approved by the Division of Investigations of the University of Illinois Police Department and/or the Director of Emergency Planning.
  5. Agencies assigned primary responsibility for emergency response to the Urbana campus as a result of the Intergovernmental Agreement Between the University of Illinois and the Cities of Urbana and Champaign for Fire Protection Services will have full access to facilities data through their authorized agent(s).
  6. Representatives of UIUC approved or authorized architects, engineers, contractors, consultants, surveyors, etc. may obtain access to these drawings through their assigned contacts within the Planning Division of Facilities & Services. Approved authorized agents under this section are required to notify their subcontractors of this policy if they will be copying UIUC building media (i.e. CD’s) and distributing it to them.
  7. Facilities Managers and/or the College Dean or his/her designee will be informed of all requests for restricted facilities data.
  8. Individual Colleges and/or unit administrators must identify the authorized individuals within their respective colleges or units who will have access to building drawings and data for restricted facilities within their control.
  9. Campus units who may be asked to provide facilities related data are advised to do so only on an authorized basis and to maintain a record of such distributions.

Questions about requests for information can be forwarded to the Office for Emergency Planning, (217) 333-1491, or the Investigations Unit at the Division of Public Safety, (217) 244-7020.

Policy Violations

Violations of this policy or unauthorized use of the information provided could result in loss of access privileges, possible disciplinary review, and criminal prosecution if applicable.

Appeals

Individuals may appeal decisions made with regards to building plan accessibility by forwarding their concern to the Executive Director of Public Safety.

Attachment I: Facilities Data Security Agreement and Information Form — Student Request

Attachment II: Facilities Data Security Agreement and Information Request Form — Requester not affiliated with UIUC

  1. Issued:November 1, 2005
  2. Revised:November 1, 2005
  3. Last Reviewed:November 1, 2005
  4. Policy Number: FO-28
  5. Responsible Office:Office of the Chancellor
  6. Policy Contact:
  8. Print Policy
  1. 9-1-1 Service As Used For Emergency Response
  2. Access Security Systems
  3. Accident Investigation Procedures
  4. Acquiring Energy-consuming Equipment
  5. Aerial Activities Over, On, or In Campus Property
  6. Alcohol Management Policy
  7. Appropriate Use of Computers and Network Systems
  8. Approval of Project Involving the Addition, Modification, or Deletion of Physical Facilities (“Site Approvals”)
  9. Art in Public Spaces
  10. Assignment of Campus Car Pool Vehicles to Departments
  11. Automated External Defibrillators (AED)
  12. Banner (Vexilla) Displays
  13. Bicycle Regulations
  14. Building Emergency Action and Business Continuity Plans
  15. Building Regulations
  16. Building Signage
  17. Campus Demonstrations and Protests
  18. Campus Environmental Health and Safety
  19. Campus Threat Assessment
  20. Carpeting and Drapery
  21. Clery Act
  22. Computer Security
  23. Connection to IllinoisNet
  24. Decorations, Displays, and Christmas Trees
  25. Department-Owned Non-Passenger Vehicles and Equipment
  26. Disaster Recovery Contract for Services Activation
  27. Disposal of Magnetic Media
  28. Distribution of Building Plan Documents and Architectural Drawings
  29. Division of Responsibility
  30. Emergency Communication Systems
  31. Emergency Plans
  32. Expressive Activity on Campus
  33. Fire Safety
  34. Fire Safety Compliance, Reports, Information, and Education
  35. Fire Safety Regulations for Scenery and Set Decorations
  36. Heating, Ventilating, and Air Conditioning (HVAC) in Campus Buildings
  37. In-Line Skates, Roller Skates, Skateboards, e-Scooters, and Self-Balancing Personal Transportation Devices
  38. Information Security
  39. Installation of Equipment Requiring Special or Controlled Climatic Conditions
  40. Lawn Signs
  41. Limited Use and Reservation of the University Quadrangle
  42. Loaned Art
  43. Low Voltage Media Installation
  44. Motor Vehicles in Buildings
  45. Multimedia Accessibility
  46. Net Zero Space Growth
  47. Open Flames
  48. Operating Unlicensed Motorized Vehicles on Pathways
  49. Operation of Electronic Devices While Operating University Vehicles and Equipment
  50. Organization and Responsibilities of Facilities & Services
  51. Outdoor Displays
  52. Parking Regulations
  53. Personal Property Used on Campus
  54. Personal Protective Equipment
  55. Possession of Weapons
  56. Procurement of Construction Services
  57. Project Management Fees on Capital Construction Projects
  58. Property Security
  59. Public Health Emergency Response Policy
  60. Radio Frequency Spectra
  61. Radio Licenses, Applications and Renewals, and Federal Communication Commission Maintenance and Inspection Requirements
  62. Requesting Work Order Service
  63. Reservation of University Property
  64. Scattering of Cremated or Human Remains on University Property
  65. Security Cameras
  66. Service, Emotional Support (Assistance), and Other Animals
  67. Smoke and Tobacco-Free Campus
  68. Storm Sewer Usage
  69. Three-Wheel Scooters
  70. Underground Utility Damage Prevention
  71. Unit Risk Management Coordinator
  72. University Resources for Political Campaign Activities
  73. University Security Alarms
  74. University Vehicle Signage
  75. Utility Services
  76. Vehicle Accident Reporting Requirements
  77. Vehicles Using University Grounds
  78. Violence Prevention and Response
  79. Working Alone