University Design Procedures

The following is a summary of the Design Policy and Procedures detailed in the University Policy and Procedure Manual section 4.0.6.

The University will attempt to maintain consistency of its Spanish Renaissance architectural statement in both exterior and interior public areas of its buildings.

A Director of University Design will be appointed by the President to assist as an advisor on matters pertaining to University architecture and design. The Director of University Design reports to the President for matters pertaining specifically to architecture and interior design and will work directly with the Vice President Finance and Administration for design implementation in cooperation with architects and construction personnel.

Areas of the University campus where the Director of University Design will provide assistance include:

  • Instructional and instruction-related facilities
  • Student life facilities
  • Common public areas (halls, reception areas, restrooms, etc.)
  • Administrative public areas
  • Areas specifically designated by the President
When non-University design consultants are employed, proposals are obtained and presented jointly to the President, Vice President for Finance and Administration, and the Vice President, Dean, or principal user of the project area. The President selects the Interior Designer, and the Project Manager issues the contract for consultant services.

The Director of University Design coordinates (with an interior design consultant when appropriate) the development of an interior design concept. The Project Manager monitors the progress and coordinates interface with the architect and other parties affected by the interior design task.

Process for construction, renovation or remodeling projects.

The following describes the general process the University follows in approving construction, renovation and remodeling projects.

Requestor

  • Prepares written project request for design/estimating services, including rough sketches and/or a narrative description in sufficient detail to conceptually define the desired result. Requestor includes special needs (utilities, drains, fume hoods, etc.), approximate equipment locations, construction constraints, schedule objectives and any other pertinent data.
  • Obtains approval of concept from the cognizant Dean (or administrative unit supervisor) and appropriate Vice President, and, if necessary, the President.
  • The approved conceptual documentation will be transmitted to the Director of Facilities Management and the Director of Design.

Facilities Management

  • Director of Facilities authorized preparation of preliminary drawings and cost estimates and assigns responsibility for Project Management (Planning, Design and Construction).
  • Project Management prepares preliminary drawings in sufficient detail to determine project feasibility and to permit preparation of budgetary costs estimates.
  • Coordination with Director of Design and requestor about interior design requirements (finishes and furnishings) for project to be included in cost estimates.
  • Project Management conducts a Preliminary Design Review (PDR) of drawings and cost estimates. Approval of the preliminary drawings must be obtained from the following:
    • Director of Facilities Management
    • Requestor
    • Appropriate Dean or unit head of project area
    • Appropriate Vice President
    • Vice President for Finance & Adminstration
    • Director of Design

*The President may require his/her PDR approval on certain projects

Project Implementation 

  • Appropriate Vice President will identify funding sources in coordination with the Controller (self-funded, minor capital outlay, donor funded, grants, etc.)
  • Project Management will prepare a preliminary Work Order that outlines the project scope, schedule and budget, including construction and soft costs (fixtures, furniture and equipment). Provide a description on project inclusions and exclusions as specified by the principal user of the project area.
  • Director of Design will prepare a finish schedule and coordinate with Project Manager and requestor on furnishings for the project.
  • Project Management will combine construction and design plans and submit to the architect who will provide construction drawings and coordinate with consultants on specifications.
  • Project Management conducts a Final Design Review (FDR) of drawings, schedules and cost estimates. Approval of the final data package and the work order must be obtained by the following:
    • Director of Facilities Management
    • Requestor
    • Appropriate Dean or unit head of project area
    • Appropriate Vice President
    • Vice President for Finance & Adminstration
    • Director of Design

*The President may require his/her PDR approval on certain projects

Note: If at any time in the preparation of final documentation, changes are introduced which significantly modify the approved PDR data package, additional PDRs are to be scheduled and the changes approved prior to proceeding further with the development of final working drawings and cost estimates.

  • Project Management obtains contractor bids and prepares work schedule. Prepares a final work order for signature and obtains work order account codes from the Controller in order to commence work.
  • Project Management will issue a final work report on the project and forward copies to the President, Vice President for Finance and Administration and the appropriate Vice President to the project.

Note: These procedures do not outline the roll of the Space Committee, ITS or Sustainability, however they are a part of our current design process.