Finance and Facility Policy Guidelines

• Chart of Accounts For Virginia State-Supported Colleges and Universities
• Higher Education Fixed Assets Guidelines for Educational and General Programs
• Policies and Procedures for Maintaining Auxiliary Enterprise Reserves and Investment Yields

Higher Education Equipment Trust Fund

The Higher Education Equipment Trust Fund (HEETF) was established in 1986 by the General Assembly to provide supplemental funding to upgrade equipment needed for instruction and research. At that time, a large infusion of equipment was needed in a short period of time, and the state could not afford to pay for it directly from operating appropriations. In 1999, the General Assembly removed the requirement for leases from the equipment leasing program, now referred to as the Equipment Program. The State Council of Higher Education for Virginia (SCHEV) shares administrative responsibility for the program with the Virginia College Building Authority (VCBA) and the Department of Treasury.

The financing for the Trust Fund is handled by the Department of the Treasury which serves as staff to the VCBA. The Authority issues revenue bonds with a final maturity of up to seven years. Personal computers and other shorter-lived equipment may be surplussed at three years. The term of the bonds is matched to the useful life of most eligible equipment to maximize the leveraging effect of debt financing. Institutions purchase equipment worth $500 or greater using their operating funds and are reimbursed by the Trust Fund. The General Assembly appropriates funds to the Treasury Board for the payment of the debt service on the bonds.

While the financing of the Trust Fund is handled by the VCBA and bond counselors, SCHEV recommends how it is to be distributed among institutions based on identified equipment needs. The Council’s recommendation is then communicated to the Governor and the General Assembly for consideration in the budget process. The General Assembly makes the final decision on dollar allocations. For the first several years, Trust Fund allocations were based on addressing discipline-specific equipment deficiencies. After these initial allocations, general equipment obsolescence became the focus. Since 1996, the Trust Fund has been used to accomplish the following goals:

• Significantly reduce the amount of obsolete technology and equipment.
• Provide every student with access to an appropriate level of information and technology.
• Establish a statewide network that supports and encourages sharing and cooperation.
• Provide every faculty member with appropriate equipment and training to use technology in support of teaching and learning.
• Support faculty in the introduction of new ways of instruction and learning, provide courses customized to student needs and take advantage of distance-learning opportunities.
• Install high quality, easy-access, network-deliverable student support services, such as transcripts, grades, class scheduling and account balance and payment information.
• Install management information systems that are flexible and directly accessible to users to help support administrative restructuring and cost-containment.

HEETF Manual (August 2023)

HEETF Forms

• Requisition 2022
• Requisition 2021
• Requisition 2020
• Requisition 2019
• Requisition 2018
• List of Equipment: Attachment F

Higher Education Facilities (Guidelines, Forms, and Reports)

• Facilities Inventory Guidance - Functional Categories
• Facilities Inventory Guidance - Room Use
• Facilities Inventory Guidance - F1 Record Layout
• Facilities Inventory Guidance - FUM Record Layout
• Higher Education Facilities Condition Reporting Guidelines
• Higher Education Facilities Condition Reporting Worksheet
• Higher Education Facilities Condition Reporting Worksheet for Infrastructure
• 2009 Request Listing
• 2009 Report of New and Deleted Space
• Summary of Existing Inventory (Fall 2008)
• Preliminary Summary of Existing Inventory - Table 1 (Fall 2010)
• Preliminary Summary of Existing Inventory - Table 2 (Fall 2010)
• Inter-Year Comparison of Fall 2008 and Fall 2010 Facilities Inventory Submissions
• Preliminary Results of the 2011 New and Deleted Space Survey
• Final Capital Outlay Resource Planning Guide - 2012-14

Space Utilization Reports

• Fall 2022 Classroom and Class Lab Utilization Report - 4 Year Institutions and RBC
• Fall 2022 Classroom and Class Lab Utilization Report - VCCS
• 2018 Utilization Report
• Fall 2016 Classroom and Class Lab Utilization Report - 4 Year Institutions and RBC
• Fall 2016 Classroom and Class Lab Utilization Report - VCCS
• Fall 2014 Classroom and Class Lab Utilization Report - 4 Year Institutions and RBC
• Fall 2014 Classroom and Class Lab Utilization Report - VCCS
• Fall 2012 Classroom and Class Lab Utilization Report - 4 Year Institutions and RBC
• Fall 2012 Classroom and Class Lab Utilization Report - VCCS
• Fall 2010 Classroom Utilization Detail - 4 Year
• Fall 2010 Classroom Utilization Detail - 2 Year
• Fall 2010 Class Lab Utilization Detail - 4 Year
• Fall 2010 Class Lab Utilization Detail - 2 Year
• Fall 2008 Classroom Utilization Detail - 4 Year
• Fall 2008 Classroom Utilization Detail - 2 Year
• Fall 2008 Class Lab Utilization Detail - 4 Year
• Fall 2008 Class Lab Utilization Detail - 2 Year
• Final Classroom and Class Lab Utilization Statistics - Fall 2008

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