Approval Authorities
The Facilities Council (FC) makes decisions on and oversees major space reassignments, and allocation of funds for projects, and oversees the campus Facilities Master Plan. The Council approves program statements and design concept plans for all University facilities.
Facilities Council approves a ten-year base CIP (aligns with Governor’s last five-year CIP), a ten-year aspirational CIP, and a ten-year SFCP in March.
For projects not in the CIP or SFCP, Facilities Council approval is required under the following circumstances:
- Budgeted to cost more than $125,000 for which the department is requesting partial funding;
- Budgeted to cost more than $125,000 and involve a change in space utilization, assignment, or configuration that crosses divisional lines; and
- Involves the lease or purchase of space (e.g., off-campus lease space, trailers, or modular buildings).
FC is chaired by the Provost and includes the Vice Presidents, the Chair-Elect of the College Park Senate, the Dean of the School of Architecture, and several UMD and City of College Park staff.
The FC meets six times during the academic year.
The Facilities Advisory Committee (FAC) advises the Facilities Council regarding projects over $125,000.
Recommendations are developed in the fall and spring on institutionally funded projects between $125,000 and $5M.
Recommendations are developed in the spring on any new projects to be added to the ten-year CIP and SFCP.
FAC is chaired by the AVP for Facilities Management and includes a representative from each college as well as representatives from various campus entities such as Student Affairs, ICA, and the Provost’s Office.
Facilities Improvement Committee (FIC) approval is required for projects under the following circumstances:
- Budgeted at $125,000 or less for which the department is requesting partial funding (up to $50,000)
- Budgeted at $125,000 or less and involve a change in space utilization assignment or configuration that crosses divisional lines
- The siting of satellite dishes and antennas is involved
FIC meets as needed to quickly address project requests.
FIC members are:
Director, Facilities Planning
Executive Director, Department of Operations and Maintenance
Executive Director, Department of Planning and Construction
The University System of Maryland Chancellor approves institutional cash-funded projects between $1 million and $5 million (UMD has the authority for cash-funded projects under $1M). Any increases to project budgets subsequent to approval require authorization from the Chancellor.
The Chancellor has delegated this authority to the Vice Chancellor for Administration.
The Board of Regents (BOR) must authorize all projects in the CIP (state-funded request) and the SFCP (institutionally funded projects over $5 million).
BOR capital budget meeting with Presidents occurs in May with BOR approval in June.
BOR is the final approval authority for the SFCP.
At times, circumstances require “out-of-cycle” approval for projects that would otherwise be in the SFCP. USMO prefers projects not be brought to the BOR “out-of-cycle.”
The USMO Vice Chancellor for Administration and Finance may approve cash-funded expenditures that exceed the BOR-approved amount by 10% or $1 million, whichever is less.
The USMO Chancellor may, at his or her discretion, approve cash-funded expenditures that exceed the BOR approved amount by 20% or $5 million, whichever is less. Based on the nature of the project, the Chancellor may choose to submit them to the BOR for approval.
The BOR must approve cash-funded expenditure increases that exceed the above threshold. Also, the BOR must approve all USM Bond or GO Bond funded increases, regardless of the dollar amount.
The Department of Planning and Construction prepares the BOR CIP and SFCP submissions and requests for authorization increases.
Department of Budget and Management (DBM) holds capital budget hearings in July and makes recommendations to the Governor in late fall.
Governor’s five-year CIP is made public in January.
General Assembly holds capital budget hearings in March. House and Senate each have a hearing.
General Assembly makes funding decisions for the asking year in April.
Project funding is available in July, can award a contract in June.