University Policy 9280
Effective Date
December 20, 2021
Last Revision Date
August 25, 2025
Responsible Party
Associate Vice President for Campus Operations, (208) 426-1249
Scope and Audience
This policy applies to all academic, auxiliary, and administrative departments seeking Space allocations, new Capital Projects, remodels, and/or renovations.
Additional Authority
- Idaho Code § 67-5710B (Department of Administration – Definitions)
- Idaho State Board of Education Policy, Section V.K. (Construction Projects)
- University Policy 9260 (University Classroom Committee)
1. Policy Purpose
To provide a consistent, transparent process for prioritization, approval, and oversight of Capital Projects and Space allocations.
2. Policy Statement
Boise State University is committed to thoughtful organization and assignment of physical space, with the goal of creating synergistic environments that enhance collaborations, creative activity, research, and education. The University, not any specific department, is ultimately responsible for all capital assets, campus buildings, and property.
3. Definitions
3.1 Capital Project
Any project including one (1) or more of the following defined as “public works” per Idaho Code § 67-5710B:
- “Any new building, alteration, repair, demolition, or improvement of any land, building, structure, including utilities, or remodeling or renovation of existing buildings, or other physical facilities, to make physical changes necessitated by changes in the program, to meet standards required by applicable codes, to correct other conditions hazardous to health and safety of persons which are not covered by codes, or to effect a permanent improvement to the facility for any reason including aesthetics or appearance;
- Site improvement or developments that constitute permanent improvements to real property;
- Purchase and installation of fixed equipment necessary for the operation of new, remodeled, or renovated buildings and other physical facilities…to include any equipment that is made a permanent fixture of the building; and/or
- Purchase of the services of architects, engineers, and other consultants to prepare plans, program documents, life cycle cost studies, energy analysis, and other studies associated with any new building, alteration, repair, demolition, or improvement, and to supervise the construction or execution of such projects.”
3.2 Preventative Maintenance
Per Idaho Code § 67-5710B, “Corrective repairs or replacements used for existing state-owned, or state-operated facilities, which result from a systematic program in which wear, tear, and change are anticipated and continuous corrective actions are required to be taken to ensure peak efficiency and to minimize deterioration. It includes:
- Systematic inspection, adjustment, lubrication, replacement of components, as well as performance testing and analysis; and
- Repairs and replacements with an estimated useful life of less than five (5) years; and
- Repairs and replacements, which are funded in the state agency’s operating budget; and
- Repairs and replacements, which can be accomplished by the agency’s existing physical plant staff; and
- Repairs and replacements which do not require the services of architects, engineers, and other professionally licensed consultants to investigate conditions, prepare recommendations for corrective action, prepare plans and specifications, and supervise the execution of corrective projects.”
3.3 Project Manager
The staff member assigned to a project that is ready for assessment and implementation. The Project Manager is responsible for collecting estimates, selecting contractors to conduct work, and providing general project oversight. Only Project Managers assigned and authorized by Campus Operations are allowed to manage and coordinate Capital Projects.
3.4 Space
For purposes of this policy, an area, usually interior, defined by a form of constructed boundary, structure, or building. All Space constructed or acquired by the University belongs to the University and may be assigned or reassigned by the University regardless of the initial reason or funding source for construction or acquisition.
4. Facilities and Space Planning Allocation Committee (“FSPA Committee”)
a. The FSPA Committee is responsible for advising the Associate Vice President for Campus Operations on matters related to Capital Project planning and Space management, including reviewing Capital Project requests and ranking projects for completion, reviewing Space requests and making decisions and recommendations for Space assignments, and providing recommendations for policies and processes related to Capital Projects and planning and Space management.
b. Committee meetings will be organized and administered by Campus Operations staff.
c. The FSPA Committee is comprised of the following members or their designees:
- Associate Vice President for Campus Operations – Chair (non-voting)
- Vice Provost for Academic Affairs
- Associate Vice President for Student Affairs and Enrollment Management
- Assistant Vice President, Research Integrity and Infrastructure
- Associate Vice President for the Department of Public Safety
- Associate Vice President and Chief Information Officer
- Boise State University Foundation Representative (appointed by the University Foundation CEO – non-voting advisory role)
- Deputy Chief Financial Officer
- Athletics Representative (appointed by the Athletics Director)
- Two academic Deans (appointed by the Provost)
- Faculty Senate Representative
- Staff member experts, as deemed necessary and appropriate by the Associate Vice President for Campus Operations (non-voting)
5. Capital Project Procedures
a. Campus Operations will develop and communicate an annual timeline and process for receiving, reviewing, and ranking Capital Project requests.
b. A Project Request Form must be submitted before soliciting outside gifts or grants to fund Capital Projects.
c. Campus Operations will compile Capital Project requests for review by the FSPA Committee. Prior to the FSPA Committee review, the Capital Project request must be approved by the project area’s dean (if academic-based), associate vice president (if administrative or auxiliary-based), or vice president/president if there is no area-specific associate vice president.
d. Capital Projects will be reviewed and ranked by the FSPA Committee and any relevant sub-committees in accordance with the FSPA Resource Manual.
e. Approved projects will either be placed on the request list for State of Idaho Permanent Building Funds, entered into the project assignment workflow, considered for central funding through a process determined by the Chief Financial and Operating Officer and Vice President for Finance and Operations, submitted for funding from another external funding agent, or considered by the University Foundation CEO for donor solicitation.
a. Any project expected to cost more than $1,000,000 must be reviewed and approved by the university vice presidents and other campus leadership as needed and as determined by the Chief Financial and Operating Officer and Vice President for Finance and Operations before placement on any of the aforementioned implementation lists.
6. Exceptions to Capital Project Procedures
The following types of projects are generally exempt from the Capital Project procedures and approval process. Such projects must be deemed eligible for exemption by the Associate Vice President for Campus Operations.
a. A Capital Project that meets the definition of Preventative Maintenance as outlined in this policy, and if funding is secured.
b. A Capital Project with secured funding estimated to cost less than $100,000; however, a detailed estimate coordinated by a Project Manager is required before providing this exemption, and a Project Request Form must be submitted to allow tracking and assignment of a Project Manager.
c. Capital Projects deemed emergencies or time-sensitive by the Chief Financial and Operating Officer and Vice President for Finance and Operations. This includes projects that address imminent life/safety issues or projects subject to time-sensitive gifts or grants.
d. Project studies, including cost estimation, engineering and/or architectural analysis, or general feasibility studies. To receive the exemption, funding must be secured to conduct the work. A Project Request Form must be submitted to allow tracking and assignment of a project manager.
7. Capital Projects Additional Approvals
Before a Capital Project may officially begin, certain additional approvals may be required. Campus Operations will provide assistance with the preparation of the materials outlined below.
a. The President may deny major Capital Projects approved by the FSPA Committee that are $1,000,000 or greater. If approved, the Chief Financial and Operating Officer and Vice President for Finance and Operations will submit the request for approval to the Idaho State Board of Education per Idaho State Board of Education policy requirements.
b. The Division of Public Works (DPW) and the Permanent Building Fund Advisory Council (PBFAC) must approve and may manage projects estimated at $500,000 or greater. Projects utilizing Permanent Building Funds must be approved and may be managed by the DPW and PBFAC regardless of the project amount.
8. Capital Project Support
The administration of a Capital Project requires unique oversight and support. Unless exempt, the following fees will be collected from Capital Projects to ensure adequate project management and implementation. The fees are assessed on the total anticipated project cost, as specified within the project budget:
8.1 University Support Fee
This fee covers the staffing and resources for University project management personnel. It also supports the maintenance of professional certification and training that enables project delivery.
8.2 Project Support
These funds will be collected and held in the project account to cover unanticipated project-related expenses, often those ineligible for coverage from core project funding sources. This includes, but is not limited to, labor related to signage fabrication for finished spaces, labor for Facilities Operations and Maintenance, unique utility-related activities, etc. Any unspent Project Support funds will be returned to the sponsor when the project is complete.
8.3 Exempt Capital Projects
Non-State Entity projects, where the Capital Project is solely funded with donor, grant, or other non-University funds.
9. Space Allocation Principles and Procedures
a. Space will be allocated based on strategic priorities and programmatic needs in accordance with University goals. Campus Operations will develop and maintain Space standards, which will be used to establish Space guidelines for new construction, renovations, or when Space is reorganized. Campus Operations will also develop and communicate a process for receiving and reviewing Space requests.
b. Campus Operations will review Space requests and provide recommendations for the assignment or reassignment of Space to the FSPA Committee. The FSPA Committee will review these requests from a campus-wide perspective and will approve occupancy changes. Allocations may require further approval by the Associate Vice President for Campus Operations, the Executive Team, and/or the President if deemed necessary. Any requests to change classroom Space to another use must be reviewed and approved by the University Classroom Committee (see University Policy 9260 – University Classroom Committee).
c. Campus Operations is responsible for maintaining, reviewing, and evaluating Space allocation data and will conduct an annual space audit. Each campus unit is responsible for providing updates on Space usage and assignments upon request.
d. Existing Space allocations must be utilized as fully as possible before additional allocations are made.
e. All departments/units and employees are responsible for efficiently using the Space assigned to them. Inefficient use of Space, Space hoarding, and/or failing to report vacated Space to Campus Operations are prohibited.
f. Space already allocated to a department/unit may be managed at the department/unit level unless determined to be underutilized by Campus Operations. Departments/units have the authority to reassign Space already allocated to them without review, provided the assignments are consistent with University Space Guidelines and do not reduce instructional Space, require resources beyond the department’s/unit’s control, and/or change the permitted use of the Space (e.g., converting a storage room to an office). Regardless, departments/units are responsible for notifying Campus Operations of Space reassignments so that Space assignments can be tracked.
g. As a result of a physical move, a school/college, or department/unit desiring to retain vacated Space must submit a request for such Space. The reassignment of that Space will be considered in the context of campus-wide Space needs.
10. Research and Creative Activity (RCA) Space Allocations
a. RCA Space, including all laboratories, workrooms, and shops, is a university resource owned by the University, not by a single school/college or Department/unit. This Space must be used in a manner that optimizes support of the University’s goals, supports productive research, and maximizes the infrastructure and safety needs of research equipment, materials, and operations. Since RCA Space is limited, RCA Space allocations must be based on criteria that reflect the University’s goals as a research institution.
b. An RCA Space advisory committee will consist of the members listed below. The Division of Research and Economic Development will call for nominees from each entity and form the committee upon approval of the Vice President for Research and Economic Development.
- One (1) representative from each school/college and the Library
- A representative from the Division of Research and Economic Development
- A representative from the Provost’s Office,
- A Faculty Senate representative, and
- Representatives from Campus Operations.
c. The RCA Space advisory committee will establish criteria for assigning RCA Space and will meet annually, or more frequently as needed, to review and advise on research Space assignments.
11. Exceptions to Space Allocation Procedures
The Associate Vice President for Campus Operations may make temporary, emergency, or de minimis Space allocations as necessary.
12. Forms
Project Request Form
https://www.boisestate.edu/operations/request/
Revision History
August 25, 2025