Board of Regent's Capital Project Approval Process

Overview

Capital projects with an estimated capital cost of $250,000 or more require approval by the Board Office or Board of Regents. All capital projects that are submitted to the Board Office for approval must first be approved by the university’s president.

The Board of Regent’s capital project approval is documented in Chapter 9 of the Board’s policy manual.  Board Office or Board approval is required at various times during the project planning process.

  • Permission to Proceed with Planning
  • Program Statement
  • Project Description and Budget
  • Schematic Design

Facilities Planning and Management facilitates this process for the university.

Any consultant selection and agreement needs Board Office approval for capital projects with an estimated capital cost of $1 million or more.

Permission to Proceed with Planning

If the estimated cost of the project is $2 million or more, the university will need to request permission to proceed with planning.  The request should include:

  • a general description of the project and justification or need for the project
  • responses to the following Board of Regent’s evaluation criteria:
  • relationship to institution’s mission and strategic plan
  • project alternatives considered and rationale for proposed project
  • project size (square feet) and disposition of existing space
  • project cost, funding, and cash flow availability
  • operating and maintenance cost estimates (including annual capital renewal) and proposed source(s) of funding the costs
  • compelling external agency or policy issues (legislative, community or other stakeholder interest)
  • permission for selecting a design consulting firm and/or architecture firm

Program Statement

A program statement is intended to describe the project’s purpose and scope and will later be used as a basis for technical design and documentation for the project.  The program statement includes programmatic design concepts, estimated total gross square feet, proposed programmatic square feet, and net to gross square feet efficiency measures.   It also includes special space requirements, construction cost per square foot, and projected utility and maintenance costs.

A program statement is required for all major capital projects[1] and needs to be submitted to the Board Office.  When the program statement receives approval by the Board Office, the project planning process can proceed to the development of a project description, budget and schematic design. 

Project Description and Budget

The project description and budget should include a brief history of the project and justification or need for the project, the purpose to be served, a description of the project scope, the approximate net and/or gross square feet, a preliminary budget, and any additional information requested by the Board Office or the Board.  The preliminary budget should contain lines for major expenditure items and identify source(s) of funding.  

A project description and budget is required for all projects with estimated costs of $250,000 or more and needs to be approved by the Board Office for minor capital projects[2] or by the Board for all major capital projects.

Schematic Design

This project’s schematic design provides the net to gross square footage ratio (including a comparison to the building program, estimated construction cost per square foot, exterior materials and relationship of exterior design and materials to the campus context (for new construction), restroom fixture counts, operating and maintenance costs, project schedule, and any additional information requested by the Board or Board Office.  Final information to address the Board’s evaluation criteria is also included in the submission of the design documents. 

A schematic design is required for all major capital projects and need to be approved by the Board.

Project Approval

Board of Regent's approval of both the project description and budget and schematic design constitutes the Board of Regent’s final project approval and authorization to proceed with construction.

Material changes in program, design, or cost subsequent to the Board’s final approval must be returned to the Board for further approval.

 
[1] A major capital project is defined as a new construction project with an estimated project budget of $1 million or more, or a renovation project with an estimated project budget of $2 million or more.
[2] A minor capital project is defined as a new construction project with an estimated project budget of $250,000 to $999,999, or a renovation project with an estimated project budget of $250,000 to $1,999,999 million.