UCR Policies and Procedures

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Campus Policy Number: 300-25

Capital Improvement Program

Policy Owner: Planning, Design, & Construction
Effective Date:9/15/94

  2. The Major and Minor Capital Improvement Programs are the vehicles for implementation of the Physical development required to support the campus' mission. The capital improvement programs for State and Non-State funded projects are a result of the building program and schedule derived from the Academic Plan and the Long Range Development Plan. The capital improvement programs are the means by which new or remodeled building facilities and infrastructure projects are provided to the campus. These projects are further defined as either major or minor capital improvements based on the total project cost.

    2. The Major Capital Improvement Program indicates the campus' proposed capital improvements for a five year period and is prepared and updated annually by the Office of Planning, Design & Construction. All campus items in the Major Capital Improvement Program are reviewed and approved for recommendation to the Chancellor by the Vice Chancellor Administration. The management and coordination of the processes for development and submittal of program and capital budget documents to support the total Major Capital Improvement Program is provided by the Office of Planning, Design & Construction.

      The Major Capital Improvement Program involves all projects with budgets that exceed $250,000. For projects to be included in the State-Funded Major Capital Improvement Program, the campus must provide the Office of the President with detailed analyses of enrollments, functional needs, space utilization, and other information used for justification. In addition to context and justification data, Non-State funded project documentation must include clear information on funding sources as well as means by which borrowed funds will be repaid. Typically, State-Funded projects will accommodate projected space demand for specific programs two years beyond the expected year of completion. Non- State funded projects will be planned for market demand derived from campus enrollment growth data and other long term indicators of need.

      The Office of Planning, Design & Construction will develop a detailed project description based on various supporting studies, will determine appropriate presentation of project justification, and will prepare the Project Planning Guide (PPG) documentation which will serve as the terms of agreement among the campus, the Office of the President, the UC Regents, and, in the case of State-Funded projects, the State government. PPG documentation will define and justify the scope of the project: its budget, its requirements for net square footage, its schedule for funding release, and its proposed purpose.

      Depending on the scale of the project and time constraints, the Office of Planning, Design & Construction may employ the assistance of outside planning consultants to develop the studies required to support the PPG.

    4. The Minor Capital Improvement Program is for projects which will cost less than $250,000 but more than $15,000. Excluded are projects dealing with maintenance or repairs. Yearly, each department receives the Minor Capital Improvement Proposal Packet from the Office of Planning, Design & Construction. These forms must be returned to the Office of Planning, Design & Construction through the appropriate Dean or Vice Chancellor for processing. Project priorities are developed by the Campus Space Review Committee and approved by the Executive Vice Chancellor. The proposed campus program is submitted to the Office of the President for review and individual project funding recommendations. The number of funded projects is then based upon available state resources per the final priority listing.

      The Minor Capital Improvement Program provides the campus with an effective means to meet its short-term programmatic needs. A comprehensive Minor Capital Improvement Program can ensure that dynamic changes in both academic and non-academic programs are adequately anticipated and handled.

    6. Basic responsibility for working with departments and campus administrators in defining and justifying capital projects, capital project implementation and cost-control rests with the Office of Planning, Design & Construction.