Department heads and other managers may identify facility renovation or modification projects that are desirable or necessary to accomplish the plan for their area. Minimal facility modifications are usually accomplished within a department’s budget. Larger ($1,000 or more) projects usually require funding from other sources controlled by the Dean or UTHSC.

The first step in the renovation/modification process is to roughly define the project and obtain a preliminary estimate of the cost. In order to develop this information, regardless of the funding source, the Department Chair should contact the Director of Continuing Education and Facilities Improvement. Once a preliminary scope and estimate are obtained, the department head should prepare a memo to the Dean stating the need for the project, and indicating the scope, preliminary cost estimate, and source of the funding. Depending upon the urgency and priority of the project and availability of funding; the Dean will make a decision either to initiate the project, delay the project, or request additional information. A project of this type, because of its very nature and complexity, will often require considerable discussion and development.

The appropriate time to broach the subject of facilities modification with the Dean is during the annual budget process. There will be times when an urgent requirement will arise during the interim period. In those instances, the Dean should be notified with a preliminary scope and cost estimate.