How to Propose a project for the Campus

How is this done?

Project proposals can come from either individuals or groups of colleagues and students. The Estates Portfolio Board consider proposals for estate related projects that are cross-cutting, in other words they have benefit for more than just a single area of activity on the campus. Please note that this does not replace the SPR process for estate requests coming from a single area/unit/school.

Submission of project proposals must flow through School/Unit approval and Faculty Infrastructure Strategy Group approval before reaching Estates Portfolio Board. There is no shortcut to the process to uphold equal and appropriate voices in the decision-making process. Projects which are considered by Estates Portfolio Board are scored using both qualitative and quantitative measures but a decision is ultimately reached by discussion by all members of Estates Portfolio Board (who represent each Faculty, Estates and Facilities, the Library and Timetabling) taking these measures into account rather than simply accepting the scoring.

 The Estates Portfolio Board Project Proposal Form asks for details and connections to the DISCovery themes. It also asks the proposal to consider risks and assumptions, costs and timescale, and return on investment/value for money. If a project gains approval depending on costs it will most likely move to Financial Monitoring and Budget Scrutiny Group for consideration.

A decision will be reached by Estates Portfolio Board which will be:

1. approved as a strategic project worthy of support and a request for costing and a business case to be developed (this should happen within six months of approval from EPB approval otherwise the project will need to be resubmitted for re-approval);
2. approved in principle as a strategic project worthy of consideration but held in a pipeline of proposed activities for when costs, activity, opportunity, or collaboration can support the project (once the project is ready to move forwards the proposal will be notified in case they wish to make any changes);
3. not approved by Estates Portfolio Board and the project is rejected because it does not adequately meet the criteria of Newcastle University's Strategic Framework for the Estate 2023- 2030. Feedback will be given in all circumstances and in each consideration a request for more detail through resubmission is at the discretion of the Estates Portfolio Board

Proposals are considered in each Estates Portfolio Board meeting which occur at least three times per academic year and the project proposer will be notified of the outcome from the board within 5 working days.