Requests for New Building and Refurbishment Works

How to request new estates works, how works are funded

Departmental requests for all new building and internal refurbishment works should be made by completing the new works request form.  Please note that there is an expectation that the works have been discussed and agreed and that funding has been secured. We will only provide quotations for works to inform bids to external funding bodies.

All new requests are considered at a fortnightly meeting by a team of Senior Managers who can allocate works requests to a member of their professional team.   Before completing a works request form please check the guidance below as any completed forms that do not meet the guidance will be rejected.

Please allow a minimum of 60 working days from project request to completion of works.

Guidance for Completing the Works Request Form

Contact for Works Projects

This must be somebody with the authority to sign off the works, normally operational or technical managers.

College Approval

All works in academic departments need to have approval from the College.

Works Funding

Estates & Campus Services have no budget to fund improvement works requested by departments.  Where there is a requirement for additional or re-configured space our teams work with the Colleges and Corporate Services Divisions to provide solutions. Therefore you must indicate that you have secured or are looking to secure funding and provide a source before we can consider your request.  Types of funding are described below.

Capital Programme

Capital Projects are investment projects adding value to the Estate, either by new build or significantly improving existing buildings (e.g. Percy Gee refurbishment).  Because they represent an investment Capital Projects are funded over a period of time normally by grant or loan.

Suggestions for Capital Projects should be discussed at College level and should not come through the Estates Requests for New Works process.

Research Grant and Other Grant Applications

Departments should consider the estates costs when submitting a bid for research or other external funding, whether to accommodate new staff or new equipment.  Departments requiring a cost estimate for a research bid should complete the new works request form.

Departmentally Funded Works

If departments can fund works within their own areas from a departmental budget or external grant, Estates & Campus Services will carry out the works, providing these fit in with University and College plans.

Estates & Campus Services do not have additional funds to underwrite works therefore we will need to know the available departmental funds in advance of commencing the works.

Estates & Campus Services Annual Budgets

Estates & Campus Services have annual budgets for building, maintenance and refurbishment works; these are fixed budgets which are allocated on a recurrent basis for each financial year 1 August running to the 31 July.  These include a small budget for contingency works to accommodate changes in staffing or a requirement for additional learning or research space.  Any requests for changes of use of space or refurbishment to accommodate new members of staff should be discussed at College level before coming to us.  All other works funding is spent on maintenance of existing stock, repairs, compliance and a planned programme based on an external condition survey and prioritised according to set criteria.

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