Section 1040.22  Required Documentation

All requests for approval of new or revised noninstructional capital projects shall contain the following in a format prescribed by the Board:

a)         Project Scope

1)         Provide a narrative description of the requested project using the following descriptors: buildings, additions, structures, land, equipment, utilities, remodeling, renovation, site improvements, and planning.  Include the name and location of all facilities and properties. 

2)         Provide quantified information.  For acquisitions, include the size of parcels of property and the size of facilities (gross square feet).  For remodeling, include the assignable square feet to be remodeled by room use classifications. Comply with guidelines for measuring gross and assignable areas identified in the "Postsecondary Education Facilities Inventory and Classification Manual (FICM): 2006 Edition" published by the U.S. Department of Education (NCES 2006-160), no further editions or amendments are included. Other information could include seating capacity, parking capacity, age of facilities, number of rooms, length of utility tunnels (linear feet), and roof size (square feet).

3)         For remodeling and renovation projects, distinguish between upgrades to and replacement of existing components and systems.

4)         Describe activities, functions, or entities the completed project will house or accommodate.

5)         Describe the allocation of completed space, by type, using classifications identified in the FICM.

6)         Provide the appraised value of any property or existing structures proposed for acquisition.  Include the date and source of the appraisal.

7)         Explain how existing space will be reused after it is vacated.  Briefly describe any projects, including a cost estimate and project timeline, that must be completed before the space can be reused for a new purpose.

8)         Identify any dependent relationship between the requested project and other on-going or anticipated capital projects. 

9)         Provide a project schedule, including dates for design start, beginning construction, project bids and final completion. 

b)         Project Rationale

1)         State how the project will meet the noninstructional objectives of the institution.  What is its relationship to the institution's mission and master plan?  How does the project advance statewide goals?

2)         If a project upgrades or otherwise alters the use of existing space, describe the current condition of the existing space. 

3)         Describe the capacity and utilization of space currently available to the institution to meet the noninstructional objectives of the proposed project.  Describe by space type (room use code) and function.

4)         If a project adds assignable space to the institution (via new construction or adaptation of existing space for a new purpose), describe the factors or conditions (e.g., enrollment growth, change in enrollment mix, insufficient or inadequate space of a certain type, etc.) that justify the request.  Explain why the proposed project must be undertaken.

c)         Project Financing

1)         Provide the total project cost allocated by major component, including land acquisition, building, remodeling, renovation, planning and design, utilities, equipment purchases, and financing.  What is the estimated cost per square foot?  If the cost per square foot is greater than the current industry average, what factors are contributing to the increased cost? How much will each factor contribute?  Indicate the source and date of cost estimates.

2)         Describe how the institution plans to finance the project (by dollar amount for each fund source).  A description should be provided for how the institution plans to finance capital costs, as well as any related operating and maintenance costs.

3)         If a project is supported by an increase in student fees, provide the total annual increase required and the date the new or increased fees will become effective.  Indicate if the institution's Board of Trustees has approved fee increases supporting the project.  If not, when is approval anticipated?  Does the institution foresee eliminating the relevant fee increase when it has served its original purpose?

4)         If the proposed project will generate the need for additional operations and maintenance funding, provide an estimate of the annual costs.  Describe how these costs will be financed.    

5)         Provide a summary of projected annual revenues and expenses for the programs that will be housed in the space completed by the project.  Annual revenues should include reallocations, lease payments, fee revenue, and any other revenue received by the institution that is relevant to the application.  Expenses should include annual debt service requirements, operations and maintenance, reserve funds, and any other relevant obligations of the institution.  Identify interest rate assumptions for proposed revenue bond sales. 

6)         If a project is funded in whole or part by private donations, indicate if funding has been secured or pledged.  What revenues are currently available?  Outline the proposed time schedule for the capital campaign.

7)         If a project is funded in whole or part by incurring debt, provide a projection of the amount of borrowing and a schedule of interest and principal payments to retire the debt.  Indicate the source of funds for paying debt service.

d)         Constituency Input in the Decision-making Process

1)         Provide a brief description of the institution's decision-making process.  If advisory or review committees were created, briefly describe their membership, objectives and activities.

2)         Provide a copy of the governing board's resolutions and minutes reflecting approval of the project scope, project financing, including total project cost, and source of funds.  Documentation should reflect approval dates.

3)         If the requested project requires new fees or significant restructuring of an existing fee program, describe the process used to inform and consult students.  Has the student fee increase plan for the project been submitted to a student referendum?  If so, provide a copy of the resolution presented to the students.  Indicate the total number of students eligible to vote, the number voting, the numbers supporting and opposing the plan, and the date the referendum was held.  If a student referendum was not held, what plans exist to consult students regarding this proposal?

4)         Identify any other governmental approvals still required for the proposed project and the status of those approvals.  Include environmental, historical preservation, and special permits of any kind.  Do not include routine building permits.

(Source:  Amended at 33 Ill. Reg. 17322, effective December 8, 2009)