Interiors FAQs

• How do I order furniture for an office or purchase a new chair?
  Submit a request through Maximo and follow the guidelines outlined in the IHOP Furniture Management Policy ( IHOP - 02.07.07).
• Are there furniture standards, or can I order from Amazon or Office Depot?
  UTMB has furniture standards that must be followed. Please refer to the IHOP Furniture Management Policy ( IHOP - 02.07.07).
• Can I modify UTMB furniture to suit my preferences?

  UTMB furniture is designed to support a variety of work styles and needs. Moveable furniture, such as adjustable chairs, mobile tables, and modular components, may be reconfigured to suit individual preferences, provided the changes do not compromise safety, functionality, or institutional standards.

  However, physical alterations to furniture are strictly prohibited. This includes:

  • Removing or modifying structural components (e.g., legs, arms, casters)
  • Cutting, drilling, or resizing surfaces
  • Applying adhesives, paint, or other materials that alter the finish or integrity of the product

  Such modifications can void warranties, pose safety risks, and conflict with UTMB’s maintenance and design standards. If your current furniture does not meet your needs, please contact interiors@utmb.edu or submit a Maximo request to explore approved alternatives or ergonomic solutions.

• How do I dispose of old furniture?
  For disposal guidance, please contact UTMB Supply Chain/Surplus. UTMB maintains contracts with approved move vendors who can assist with relocating furniture to surplus or other designated areas. These services are available as needed and coordinated through In-House Construction.
• How do I get a key for a locked furniture cabinet?
  Submit a Maximo request. Alternatively, departments may order replacement keys directly from EasyKeys.com.
• Can I renovate my space using my own materials and finishes?

  No. UTMB has established standards for all interior architectural finishes and materials to ensure consistency, safety, durability, and compliance with regulatory requirements across all facilities.

  Employees and departments are not permitted to independently renovate or alter spaces using personal or non-approved materials, including paint, flooring, wall coverings, or furniture finishes. Unauthorized modifications may result in safety violations, increased maintenance costs, or conflicts with infection control and ADA compliance.

  If you are considering a renovation to update your space:

  • Submit a request through Maximo to initiate a renovation consultation.
  • The In-House Construction team will assess your needs, provide guidance, and coordinate approved materials, finishes, and vendors.
  • All renovations must be reviewed and approved by Facilities Portfolio Management to ensure alignment with UTMB’s design standards and institutional policies.

  
  
• How can I request a refresh for our current space?

  If your department or workspace requires a visual or functional update—such as new paint, flooring, furniture, or layout adjustments—you can request a space refresh by submitting a Maximo request.

  The In-House Construction team will review your request and coordinate with Facilities Portfolio Management and other relevant departments to assess feasibility, provide recommendations, and develop a scope of work aligned with UTMB’s design standards and policies.

• Can I add personal décor to my office or clinic?

  Private Offices/Workstations:

  Personal décor such as framed photos, diplomas, artwork, or small decorative items is permitted, provided it is tasteful and does not interfere with professional operations or safety standards. Employees are encouraged to use discretion and ensure that items reflect a respectful and inclusive environment. Décor should not damage walls, furniture, or UTMB property, and must comply with fire safety and infection control policies.

  Public-Facing Spaces:

  Personal décor is not permitted in public-facing areas such as building lobbies, waiting rooms, corridors, and other shared spaces accessible to patients, visitors, or the general public. These environments serve as a visual representation of UTMB and should maintain a consistent, professional, and cohesive appearance across all facilities.

  Design and presentation in these areas are carefully curated to reflect UTMB’s brand, values, and commitment to excellence. Any modifications or additions to décor in public spaces must be coordinated through Facilities Design and Construction or the appropriate administrative department to ensure alignment with institutional standards, safety codes, and infection control policies.

• How do we request artwork for our space?
  Private Offices/Workstations:

  Employees may select and purchase artwork for their personal office or workstation, provided it aligns with UTMB’s professional standards. Cost-effective options such as uneditioned prints from reputable online retailers (e.g., art.com, minted.com) are recommended.

  Public-Facing Spaces (e.g., lobbies, waiting areas, corridors):

  Artwork in public-facing areas must reflect UTMB’s institutional identity and contribute to a cohesive visual environment across all facilities. To request artwork for these spaces, please submit a Maximo request and include the following details:

  • Desired location(s)
  • Type or theme of artwork (e.g., nature, abstract, regional)
  • Any specific considerations (e.g., size, framing, accessibility)

  All public artwork requests will be reviewed by BOF- Facilities Portfolio Management to ensure alignment with UTMB’s design standards, infection control policies, and ADA compliance.

• My chair is broken. What should I do?

  If your chair is damaged or not functioning properly, please call x24040 to submit a work order for evaluation and repair.

  Furniture Under Warranty:

  If the chair is still under manufacturer warranty, repairs will be completed at no cost to the department.

  Furniture Out of Warranty:

  If the warranty has expired, the department will be responsible for any associated costs, including parts and labor.

  To help expedite the process, please be prepared to provide:

  • The location of the chair (building, room number)
  • A brief description of the issue
  • Any asset tag or serial number if available
• How can I budget for furniture for future departmental purchases?
  Submit a Maximo request to initiate planning and budgeting support.
• I need an ergonomic assessment of my chair or workstation. What do I do?
  Contact the HR ADA. You can request an Ergonomic Job Site Evaluation via the Employee Accommodations Portal.