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Building Work Requests and Approvals

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Launceston campus


From 2013, all capital works proposals, irrespective of cost or funding source, should be developed in consultation with CSD’s Built Environment and Development Unit. This is consistent with the Policy on the Approval of Works to University Buildings and Site Infrastructure (2002).

Funding of capital works

All minor capital works projects (see works definitions) are to be funded locally from the budget allocation of the faculty/institute/division. The maximum limit for self-funding of minor capital works by faculties/institutes/divisions will be determined according to annual budget allocation as outlined in Table 1 below.

Band Annual budget  
($ million)		 Maximum self-funding limit for minor capital works ($)
1 0–4 50,000
2 4–10 100,000
3 10–25 200,000
4 >25 250,000
 

For capital works with an estimated cost exceeding the amounts shown in Table 1 above, faculties/institutes/divisions will be eligible to submit a case for funding through the University’s Capital Management Plan.

All capital works proposals will be assessed and prioritised as outlined in Table 2 below.

Table 2: Approval process by category of work

Category of work Estimated cost Fund source Funding approval
Minor Band 1 ≤ $50,000
Band 2 ≤ $100,000
Band 3 ≤ $200,000
Band 4 ≤ $250,000		 Local budget allocation Dean/Head of Institute/ Head of Division and Chief Operating Officer (COO)
Medium > maximum self-funding amount as determined by budget allocation Central or local IPMC and COO or Vice-Chancellor
Major > financial delegation of the Vice-Chancellor Central or local IPMC, BEIC and Finance Committee, UTAS Council

Capital works submission process

Faculties/institutes/divisions must submit a capital works project proposal for all capital works projects, irrespective of budget. This proposal should be developed in consultation with the Built Environment and Development Unit within Commercial Services and Development.

Capital works proposal submission and assessment timeline

Month Activity
February–March Capital works plan annual report for previous calendar year submitted to IPMC and BEIC.
April–May Faculties, institutes and divisions liaise with CSD regarding capital works proposals to develop robust project scope and costing (concurrent with development of faculty/institute/division plan – due for submission on 31 May).
June
  • All completed capital works proposals submitted to CSD using capital works project proposal template
  • CSD assesses and prioritises minor works proposals against selection criteria, provides draft minor capital works prioritisation list to Executive Director CSD for endorsement and to the COO for approval. Copy of list provided to IPMC for information
  • Approved minor capital works notified to proponents and CSD. CSD develops delivery schedule for approved minor capital works projects 
  • All medium and major capital works proposals submitted to IPMC for assessment and prioritisation against selection criteria (with CSD assistance). 
  • Proposals will be ranked according to priority and assigned to one of the three following lists:
    • endorsed and CMP-funded
    • endorsed but not CMP-funded
    • not endorsed.
  • Faculties/institutes/divisions to be notified of outcome of IPMC decision and provided with a copy of the three ranking lists
June–July Proponents whose proposals have been endorsed, but not allocated CMP funding to decide whether they will self-fund their proposal through the UTAS budget round
September–October
  • Faculties/institutes/divisions to advise CSD of any medium and major capital works projects previously designated as ‘endorsed, but not CMP-funded’ by IPMC, for which funding has been obtained subsequently through UTAS budget process 
  • List of previously endorsed and prioritised medium and major capital works projects, for which funding has been obtained subsequently through the UTAS budget process, submitted to IPMC for information 
  • All endorsed and prioritised major capital works proposals submitted to BEIC for endorsement 
  • All endorsed and prioritised major capital works proposals submitted to Finance Committee (FC) for endorsement 
  • Prioritised major capital works proposals endorsed by BEIC and FC submitted to University Council for approval 
  • Proponents of self-funded major capital works notified of outcome of IPMC and BEIC/FC/Council deliberations 
  • CSD develops delivery schedule for approved medium and major works projects.
November IPMC identifies selected completed minor and medium capital works projects for inclusion in capital works plan annual report. (NB – the report will include a progress report on each major project).