1. Purpose of policy
The following policy is intended to enunciate the requirements relating to all major and minor capital works projects at the University of the Sunshine Coast.
2. Policy Scope and application
This policy applies to all staff and agents of the University.
Please refer to the University’s Glossary of Terms for policies and procedures. Terms and definitions identified below are specific to this policy and are critical to its effectiveness.
Work proposals mean any projects involving maintenance, modification, enhancement, addition to or the removal of University buildings or any part thereof, or building and grounds infrastructure.
Agents mean persons other than USC staff, who act on behalf of other persons or organisations.
The University is required to fulfil a number of statutory obligations with respect to the development and maintenance of its facilities. These include:
- Australian Standards
- Building Code of Australia
- Local Government planning and building legislation
- Occupational Health and Safety Legislation
- The requirements of various statutory authorities that have responsibility for water supply, drainage, environment, energy supply, traffic management, etc
- Disability Discrimination Act
The University has a large and diverse portfolio of physical assets, which includes buildings, grounds, site services and other infrastructure. These assets are essential to the efficient and effective functioning of the organisation and support its core teaching and research activities. The management of the development, upgrade and maintenance of these assets must take into account the needs of the University, must utilise cost-effective principles of design and construction as well as complying with relevant statutory requirements.
Capital and Commercial must be consulted on all proposals before the inception of the project. No proposals can commence without prior approval by the Vice-Chancellor and President. Where a project cost exceeds that amount delegated to the Vice-Chancellor and President for approval, the Vice-Chancellor and President will need to consider progressing the project proposal to the Planning and Resource Committee and Council.
To manage the University facilities in an effective and consistent way, a number of policies, procedures and protocols have been developed to provide guidance and direction on a number of critical issues. These are addressed in the University of Sunshine Coast Master Plan and include:
- Room numbering and signage
- Traffic parking and access and pedestrian networks
- Space utilisation
- Workplace health and safety standards
It is essential to the orderly and efficient development and maintenance of the University’s buildings and external environs that all the established guidelines and standards be recognised and considered in the design process for each project.
5. Role of Capital and Commercial
The role of Capital and Commercial is to take responsibility for and coordinate the planning, development, maintenance and property services operations for the University’s buildings and grounds. In fulfilling this role Capital and Commercial ensures that these activities are carried out in a manner consistent with the strategic planning of the University as a whole.
Capital and Commercial is also responsible for ensuring that the standards and guidelines referred to above are applied consistently, and that all of the University’s statutory obligations are met. Elements of this role are carried out by delegated staff located at Dilli Village and Noosa Sites.
Capital and Commercial has developed and maintains expertise in the management of the University’s facilities. In conjunction with Asset Management Services, it holds and maintains extensive facilities information including plans, reports, condition data, space utilisation information and historical records.
Before a works project begins a detailed works proposal must be submitted in writing to the General Manager, Strategic Infrastructure Developments, at the earliest possible stage of project inception.
Capital and Commercial will provide advice on the planning design, construction and project management of the project.
Capital and Commercial will manage the implementation of the project and its ongoing maintenance, and will ensure that all statutory requirements and University standards are satisfied. Any proposal that involves changes to the allocation of space will be referred to the Vice-Chancellor and President for approval.
The Capital Works proposal will be referred to the Vice-Chancellor and President, where Capital Development Program funding is involved or where the proposal has an impact beyond the particular organisational unit involved.
Capital and Commercial will ensure that appropriate plans, specifications and contract documents are prepared for the proposal.
All changes to building layouts and space usage, asset information, and maintenance schedules will be recorded in the facilities information system managed by Capital and Commercial.
Capital and Commercial will ensure relevant project documentation is appropriately stored for the statutory period.
Capital and Commercial will be responsible for all negotiations with Regional Councils and for obtaining the necessary building approvals and certificates.
6. Client involvement
A consultation process has been established through the appointment of Project User Groups to oversee the development of projects from concept to completion and to ensure that the interests of clients are recognised and satisfied. Project Working Groups are also established to ensure maximum, client input in the design of all projects. The recommendations of these Project Working Groups are considered by the relevant Project User Groups.
7. Funding of works
Most work undertaken in the University will be funded from the annual Capital Development Program, in accordance with the priorities established within the Strategic Asset Management Plan.
Works may also be funded by contributions from user departments or groups, either in total or on a shared–cost basis agreed by the Vice-Chancellor and President. In all such cases funds must be available prior to the commitment of resources to a project and be forwarded to Capital and Commercial in accordance with an agreed payment protocol. Capital and Commercial will provide assistance in the preliminary planning of projects and preparation of budget estimates.
Capital and Commercial will comply with the following internal procedures for all work proposals:
- Approval for variations / change of scope
- Record keeping, monitoring and reporting
- Progress checklist / completion review
- Risk Assessment Capital Works