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Campus Administrative Manual > Use of University Premises, Facilities and Computing Infrastructure

Approval of Project Involving the Addition, Modification, or Deletion of Physical Facilities Site Approvals

Under anticipating projects which involve construction, major alterations, or demolition of buildings, or of grounds must obtain approval from the Executive Director of Facilities and Services prior to detailed planning and construction.

Rationale

While it is quite proper for campus units to make preliminary studies for new physical facilities or for major alterations or demolition of existing physical facilities, detailed construction document planning or actual project authorization of such changes or alterations should not be initiated without the approval of both the site and the project from the Office of the Executive Director of Facilities and Services. Such approval is required regardless of the source and amount of funding involved. Other approvals by the University Board of Trustees and/or State Board of Higher Education may also be required.

Projects covered by this policy include but are not limited to the following:

• Construction of or addition of buildings;
• Modification of existing buildings or structures of such scope that the exterior or interior appearance of those buildings will be materially affected;
• Grounds improvement; such as walkways, parking lots, bikeways, landscaping, etc.;
• Any other construction or demolition which changes the visual appearance or sight lines of University property assigned to the Urbana-Champaign campus.

It is imperative that there be a campuswide coordination of these projects regardless of cost, size, or type of facility involved. Equally as important is the necessity for campuswide coordination of site selection of all physical facilities. The overall appearance and long-range needs of the campus must be taken into consideration when making site selections for, or modifications of, physical facilities.

It is also important that close coordination be maintained between campus and University administrative units as the project develops so the transmittal of the campus proposal by the University Office for Capital Programs to the Board of Trustees will be anticipated and effected smoothly, if such action is required.

Procedure

Any units contemplating construction, alterations, or demolition of a physical facility should submit a formal written request for permission to undertake such work to Facility Management and Scheduling which will coordinate the review of the proposal. The request should include a general description of the project, a description of the site criteria and/or buildings involved, a proposed timetable for the project, information as to how the project is to be funded, when possible a drawing/sketch, and a statement as to why the project needs to be done.

These reviews will normally involve two steps. Each proposal will be reviewed for concurrence "in principle" - that is, whether the subject of the proposal is appropriate for the suggested facility or location. Upon completion of the campus review, Facility Management and Scheduling will inform the requester whether or not, or under what conditions, further detailed project planning may proceed. Assuming that Facility Management and Scheduling has agreed to the project in principle, the requester will continue planning toward the development of a detailed project description. Prior to implementation of the project, the requesting unit must seek a second approval, "project approval" through the same channels.

Upon completion of all appropriate reviews, the Executive Director of Facilities and Services will inform the submitting unit of action taken upon the request and, if approved, will transmit the proposal to the University Office for Capital Programs for submittal to the Board of Trustees, if such action is required. After all Board approvals have been obtained, completion of the project will be implemented via established University and campus procedures.

The procedure described above is not to imply that professional service or advice from the campus and/or University units to which correspondence is routed should not be sought as a project is being developed. Such technical service is one of the primary functions of these administrative units, and their involvement during the development stage is encouraged. Primary sources of such guidance/assistance are: Office for Capital Programs, 333-5688; Facilities and Services, 333-2500; and Facility Management and Scheduling, 244-4048.