Submit a new CIR

 

The annual capital renewal budget provides funding for the maintenance and renewal of buildings, grounds, and infrastructure across campus. Part of the capital renewal budget is allocated to fund spatial improvements to meet the program needs of academic and administrative departments. Contact your budget manager if you have such a need.

For FY26, we have revised and simplified the CIR process to communicate in a more timely way about the status of requests, provide greater transparency about how requests are prioritized, and offer more certainty about the implementation timelines and costs for approved projects. Please note that, unlike prior years, all CIRs will be written and submitted by the budget manager for the academic unit or administrative department.

CIRs should explain the funding request, why it is needed, whether it can be phased or deferred, and the impact if not approved within the desired timeline. The following criteria will guide review and approval:

1. How does the proposed work serve departmental needs and the college’s mission and strategic priorities?
2. How does the proposed work address safety, accessibility and inclusion, and/or regulatory compliance?
3. Are there synergies with facilities renewal needs or sustainability initiatives?

If you have needs related to repair or maintenance (of building systems, finishes, landscape, etc.), they should be addressed through the submission of a work order. If you have questions about whether your need should be submitted as a CIR, please ask your departmental leadership and/or budget manager.

Development and Submission of CIRs

1. Please bring your requests to your respective departmental leadership/budget manager and review your needs with them. This discussion with the departmental leadership/budget manager is to ensure that the request is complete and in alignment with the departmental goals and institutional mission.

Requests should identify why this capital improvement is needed, whether it can be deferred, and the impact if not approved within the desired timeline. The following criteria will guide review and approval:

• How does this request meet departmental needs and the college’s strategic mission?
• How does this request address safety, accessibility and inclusion, or regulatory compliance?
• Are there synergies with facilities renewal needs or sustainability initiatives?

2. Budget managers and/or department leadership will review requests with the respective senior staff member.
3. If the request is supported by the senior staff member, it will be submitted by the budget manager through the CIR form linked below.

CIR Prioritization and Review

1. Once the programmatic requests are submitted as CIRs, each senior staff member will prioritize the needs in their respective area.
2. All of the prioritized requests will be considered by the Provost, Vice President for Finance and Operations, and Associate Vice President for Campus Planning and Operations, along with members of their offices and from PD&C and Facilities. Requests are weighed using the criteria above.

Requests may be denied, selected for inclusion in the FY26 capital renewal budget, or postponed to subsequent fiscal years depending on project urgency, available funding, and project management and contractors available for implementation.

If recommended for approval, smaller projects that can be implemented in one year will be funded for the full estimated cost. For larger-scale projects, partial funds may be budgeted over multiple fiscal years until the accumulated funds can cover the full cost of implementation. For some complex projects, funds for initial planning and design may be budgeted in one fiscal year, with funds for implementation anticipated for a future fiscal year.

1. Recommendations regarding the allocation of the entire FY26 capital renewal budget will be discussed by the Committee on Priorities and Resources, and senior staff.
2. The proposed FY26 capital renewal budget will be presented to the Board of Trustees in April for their approval.

Communication

1. In March, you will be notified if your CIR is not being recommended for approval in the FY26 capital renewal budget, or is being deferred for reconsideration in the FY27 cycle.
2. In early May, you will hear if your request has been formally approved and the specifics of what will be funded in FY26.

If your programmatic request is approved, a PD&C/Facilities contact will work with you to advance planning, design or implementation, as required. They may also align these with any facilities capital renewal projects planned in adjacent areas as appropriate.