Project Requests

This page outlines how to submit space and project requests and how projects are prioritized and approved.

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Submit a Project Request

All space or construction project requests of any dollar amount must be submitted through the request form.

Project Request Form →

Examples include:
  • Projects as small as adding an electrical outlet
  • Renovations / alterations / modifications
  • Constructing a new building
  • Move requests for boxes, large equipment, or relocations

Before you submit

Preview request form questions →

Helpful if you’re gathering details before submitting.

 

Project Initiation Process

The permanent process for submitting space and project requests began January 2026. This is a new annual process to prioritize and approve capital project requirements (>$2M).

Highlights of the new process
  • Maintains agility for projects under $2M while enhancing oversight.
  • No change to approval process for project requirements under $150K.
  • Enhanced oversight of project requirements $150K–$2M.
  • Aligns with existing procurement and Board of Governors/State approval thresholds.

Projects under $150K
  • Routed to the Remodel and Construction Services team for assignment.

Projects $150K–$499K
  • Routed to the Remodel & Construction Services team for assignment AND
    • Requires Dean or VP approval.
      • Requestor is automatically notified when Dean/VP approves the request.
  • Shared monthly as FYI to the Provost, Vice President of University Operations (VPUO), President’s Chief of Staff (COS), and Vice President for Research (VPR) to provide the opportunity to review the project, but does not require their formal approval.

Projects $500K–$2M
  • Requires Dean or VP signature.
    • Requestor is automatically notified when Dean/VP signs the request.
  • Dean/VP sign-off is followed by Provost/VPUO/COS/VPR approval.
    • Projects reviewed and approved monthly.
      • Requestor is automatically notified following Provost/VPUO/COS/VPR approval or disapproval.
  • Facilities Management Remodel & Construction Services will proceed with projects $500K-$2M that are approved by Provost/VPUO/COS/VPR.

Projects over $2 Million
  • Requires Dean or VP signature.
    • Requestor is automatically notified when Dean/VP signs the request.
  • Dean/VP sign-off is followed by assignment of a priority tier by Provost/VPUO/COS/VPR on a monthly basis.
    • Requestor is automatically notified of tier assignment by Provost/VPUO/COS/VPR.
  • Projects assigned as tier 1 (high priority) will move forward and require submission of detailed project request form. (Example detailed project request form)
  • Detailed project requests will be reviewed and prioritized by the CPPAG and CSU President on an annual basis.
Step 1: Identify need / submit initial project request (Project Requestor / FM) ONGOING a) Requestor identifies project or space requirements and estimated cost. b) Requestor submits initial project request & FM reviews for accuracy. i. Required approvals based on cost. c) FM RCS proceeds with projects under $500K i. Projects over $150K require dean approval. Step 2: Initial need validation & tier assignment (Provost/VPUO/COS/VPR/FM) MONTHLY a) FM presents projects to Provost/ VPUO /COS/VPR. i. Projects over $2M require formal review (CPPAG & BOG) ii. Projects >$500K-$2M require Provost/VPUO/COS/VPR approval. iii. Projects $150K - $499K are shared as FYI to provide opportunity to pause/reject but do not require formal approval. b) FM RCS proceeds with projects $500K-$2M that are approved by Provost/VPUO/COS/VPR. c) Valid projects over $2M are assigned a tier by Provost/VPUO/COS/VPR via a monthly meeting. FM sends notification of valid request & next steps to requestor. Step 3: Detailed project request form & FM Review (Project Requestor / FM) MONTHLY (Aug. deadline) a) Requestor collects additional details & submits detailed request form. i. FM advises and supports requestor in identifying details necessary for assessment & prioritization of project (cost estimating, space assessment, utilities capacity, etc.). b) FM meets monthly to discuss detailed project request form, business plan, and self-scoring based on project need assessment matrix. Establishes initial prioritization to be shared with CPPAG based on requestor self-scoring. Step 4: Prioritize projects (CPPAG) ANNUALLY (Nov.) a) Requestors present projects to CPPAG and CPPAG asks questions (~30 min per College/Division) b) Projects are prioritized in alignment with university priorities. Self-scoring will be validated or revised as needed. c) CPPAG discusses & validates the initial project rankings. Step 5: Finalize project priorities and select projects to progress to predesign (President) ANNUALLY (Dec.) a) CPPAG presentation to ELT of project rankings being provided to the President. b) CPPAG Presentation of proposed ranked list to President. c) President determines final ranked list, adjusts project priorities as needed, and shares with CPPAG. d) President & CPPAG approve select projects to proceed - Funding sources considered and designate projects to proceed into the predesign phase, to be presented to BOG. Step 6: Present prioritized >$2M project list to BOG and approve projects to proceed (Board of Governors) ANNUALLY (Feb.) a) Presentation to BOG of final ranked list and projects selected to proceed to predesign. b) BOG approves projects to proceed. c) Proceed with approved >$2M projects. d) FM Initiates Predesign Planning - Develop concepts, initial scoping, initial program plan development, etc. Step 7: Develop Program Plan & Present to BOG & State (FM / VPUO) VARIES a) Upon completion of predesign, present program plan & plan of finance to BOG. b) BOG & state approves. c) Procurement of design and construction.

Capital Project Prioritization Advisory Group (CPPAG)

Capital Project Prioritization Advisory Group (CPPAG)
The Capital Project Prioritization Advisory Group is a high-level advisory body that provides formal recommendations to the President on the prioritization of major capital projects. The group reviews CSU’s capital project submissions annually and ensures that all recommended projects are aligned with institutional strategy, campus-wide priorities, and fiscal capacity.

Composition
  • Provost/EVP or designee (Co-Chair)
  • Vice President for University Operations (Co-Chair)
  • Vice President for Research representative
  • Budget Office representative
  • One academic dean (rotating, two-year term)
  • One administrative division/auxiliary leader (rotating, two-year term)
  • One employee council representative (rotating, two-year term)
  • ASCSU student representative
  • Facilities Management representatives (facilitating, non-voting)

Resources

Information Session

Information Session (9/30/25): Stream the Teams recording.

Watch Teams Recording

Annual Timeline for Projects over $2M

August 31

Detailed project request forms for Tier 1 (high priority) projects over $2M are due.


Example detailed project request form

November

Requestors present to CPPAG and CPPAG develops a prioritized Physical Development Plan (PDP).

December

CSU President & CPPAG approve select projects to proceed.

February

BOG approves projects to proceed.

Project Scoring Criteria

Projects will be prioritized based on the following:

  • Alignment with the President’s priorities
    • Student success
    • World-class academic and research programs
    • Institutional competitiveness
    • Outreach and impact around the state and world
    • Strengthening our democracy
  • Sustainability
  • Recapitalization
  • Collaboration
  • Space need
  • Financial return

Criteria are contained within a Capital Project Scoring Rubric that defines each score level (0–5) for each criteria. Criteria content and weighting will be adjusted annually by CPPAG in alignment with changing University priorities.


Information on CSU Building FCI

Definitions
  • Capital Project — A major facilities initiative with a cost of $2M or more that adds new space, substantially renovates existing space, or significantly enhances campus infrastructure. At CSU, capital projects are typically funded through state appropriations, institutional funds, gifts, or external financing, and must comply with state building codes, procurement regulations, and CSU’s long-term campus planning goals.
  • Capital Project Prioritization Advisory Group (CPPAG) — A high-level advisory body that provides formal recommendations to the President on the prioritization of major capital projects.
  • Capital Renewal — A comprehensive (with cost of $2M or greater) replacement, upgrade, or modernization of existing building systems, finishes, or infrastructure that have reached the end of their useful life. Capital renewal projects extend the functionality and value of campus facilities while improving performance, efficiency, and alignment with CSU’s academic and research mission.
  • Controlled Maintenance (CM) — State-funded projects that address the repair, replacement, or restoration of existing building systems and facilities to keep them safe, operable, and compliant. Controlled maintenance is not intended for programmatic upgrades or expansions but focuses on maintaining the integrity and reliability of CSU’s existing physical assets.
  • Recapitalization — The strategic reinvestment in a facility or infrastructure system through comprehensive repair, replacement, or modernization that restores value and prolongs its service life.
  • Sustainability — An integrated approach to planning, designing, constructing, and operating campus facilities that minimizes environmental impacts, conserves resources, and supports CSU’s long-term goals for climate action and resilience. Sustainability in capital projects includes reducing energy and water use, promoting low-carbon and circular materials, and ensuring facilities contribute positively to the health, resilience, and productivity of the campus community.

Frequently Asked Questions (FAQ)

What is a project initiation process?

A project initiation process is a formal, structured sequence of steps that an organization uses to evaluate, approve, and launch construction or renovation projects. It ensures that each project proposal is aligned with institutional priorities, regulatory requirements, available funding, and long-term facilities planning. We need everyone’s help ensuring our limited resources are going to the projects/investments that will provide the greatest benefit to the university!

What are the goals of the project initiation process?

  • Create a standardized and transparent process for executive leadership to identify the university’s priorities for infrastructure investment.
  • Enhance President/Provost/VPUO/VPR visibility of non-capital (<$2M) projects.
  • Create a predictable annual process for capital project approval that aligns with the university’s budgeting process.
  • Ensure projects are aligned with university strategy, priorities, and fiscal capability prior to committing significant resources or seeking project funding.

Does Facilities Management have authority to reject a project?

No. The Provost, VPUO, President’s Chief of Staff, and VPR will hold this authority.

How does University Advancement fit into this process?

University Advancement will have the project priority list. With that information, they will be able to advocate for CSU’s needs to potential donors.

If a project is 100% donor funded, does it still need to go through this process?

Yes. We need to consider the best use of other university resources (land, project management teams, operations and maintenance teams) and also ensure the project makes long-term financial sense for the university.

How do the student fee board project proposals fit into the project initiation process?

  1. A project estimate request is submitted through the standard project request form on the project requests webpage.
  2. Based on the estimate, a project proposal is submitted to the advisor for the University Facility Fee Advisory Board (UFFAB) or the Alternative Transportation Fee Advisory Board (ATFAB) by the deadline. (The deadline will be confirmed summer 2026 for late fall 2026.)
  3. A list of projects is created from UFFAB and ATFAB submissions. The Senior Executive Monthly Review Group (Provost/VPUO/COS/VPR) meet in early December or early January to review the student fee board submissions on the list, including those projects under $150K. This is a special meeting specifically to review student fee board proposals. Projects above $500K go through the standard project review process.
    • The Senior Executive Group determines if project proposals are approved to move forward to the student fee boards for review. There will be a list of approved projects provided to UFFAB and ATFAB.
  4. The student fee boards vote on their recommendations to move forward to the Student Fee Review Board (SFRB).
  5. SFRB votes to approve projects.

Can I break my $5M project into $1M phases?

For the project initiation process, no. CPPAG needs to understand the full scope of the project even if the project will be phased and funded from different sources. Construction can be phased, but the full intent, scope, funding, and end state (including follow-on phases) must be approved prior to execution of the first phase.

What’s the difference between phased projects and incrementally funded projects?

Phased projects produce a complete and usable product at the end of each phase. An incrementally funded project produces a complete and usable product at the end of all funding increments.

Can I hire the university architect or a design firm to create a concept prior to approval?

No.

What about an emergency project request?

In the event of a true emergency requirement, direction to forgo the project initiation process will come from the President/Provost/VPUO/VPR.

When are the detailed requests for tier 1 (high priority) projects due?

Detailed requests are due by August 31, but we recommend submitting the detailed requests earlier in the year to allow FM time to provide feedback.