PROJECT GUIDELINES

Projects: Any type of work that SIGNIFICANTLY adds to or changes the current space or function of the space. All project estimate requests should be submitted to the Facilities Services Office for review. After a scope of work and estimate is prepared, Facilities Services will seek approval from the Vice President of Business Affairs/Cabinet.

Project Request Process :

Requestor will bring the project idea froward to assigned Cabinet member for review and discussion.
1. Cabinet member will make the determination if the project will be submitted for approval.
Cabinet member will submit the online project request form, requesting a project estimate.
1. Include as much detail as possible to ensure an accurate and timely estimate.
Facilities management will gather budget estimates and send them to the VPBA for review.
Project requests will be submitted to Cabinet for prioritization and approval.
1. If the department will be using department funds for the project, the VPBA will approve the budget request and Facilities will move forward gathering necessary documentation and scheduling the project for the appropriate Construction Period.
If Cabinet approves the project request, Facilities will notify the Requestor and move forward with gathering necessary documentation and scheduling of the project.
Project will commence on the pre-determined date during the new construction season.
Project requests made outside the submittal timeframe will be determined on a case-by-case basis.

Funding Categories:

State Funded Maintenance: The state provides funding for basic operation and maintenance of the University’s Facilities Services department.
(See Facilities Services-Project Guidelines: Appendix A for a detailed list of State Funded Maintenance.)
Department Funded Maintenance: Maintenance (repair and preventative) services are department-paid if the services exceed the routine maintenance standard, are beyond the routine level funded by the state, or outside of the University’s annual capital and project funds.
(See Facilities Services-Project Guidelines: Appendix B for a detailed list of Department Funded Maintenance Work.)
Auxiliary Funded Maintenance: Maintenance (repair and preventive) services are department-paid if the department is an auxiliary operation, a self-sustaining unit, and/or if the unit recharges for its services.
Special Use Systems: Special Use Systems refers to systems that support a single department or program and is not typically utilized by all occupants of a building, not common to most campus buildings, or is not considered part of the basic infrastructure
- Department “owners” should include these special use systems in their budget request planning, so replacements or upgrades can be funded when needed.