University Secretariat and Legal Counsel

University Secretariat and Legal Counsel

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Major Capital Projects Approval Policy (Built Environment)

Category:  Board of Trustees

Approval:  Board of Trustees

Responsibility:  Physical Plant Services and Campus Planning Department

Date:  May 2014

Purpose/Reason for Policy:

This policy provides the basis for the governance process for all major capital expenditures for the built environment. It is intended to ensure an integrated, consistent and transparent process of evaluating and making strategic decision on major capital projects, including significant renovation and infrastructure projects as well as new construction projects.

Scope of this Policy:

This policy pertains to all university capital projects with an estimated cost in excess of $2.5 million.

Policy Statement:

The Board of Trustees has a fiduciary responsibility to approve all material capital expenditures relating to the built environment and this policy and its related Major Capital Projects Approval Process document outline the process for approvals from the appropriate bodies up to and including the Board of Trustees.


The Campus Planning Department (CPD) and Physical Plant Services (PPS) are responsible for the oversight of the Major Capital Projects Approval Process (Built Environment) including providing assistance with the completion of supporting documentation and ensuring the steps in the process are completed appropriately.

The Vice-Principal's Operations Committee (VPOC) is the body responsible for ensuring that all major capital projects to be undertaken in the built environment, and therefore proposed for approval by the Board of Trustees, support the overall strategic plans and direction of the university. They are also responsible identifying the source and, subject to approval of the Board of Trustees, the amount of project funding.

The Campus Planning Advisory Committee (CPAC) is responsible for the review of capital project plans for adherence to the overall planning principles and strategies and ensuring appropriate consultation with and making recommendations to the Queen's University Planning Committee (QUPC).

Queen's University Planning Committee (QUPC) is responsible for reviewing any proposal and business case for a Major Capital Project and recommending project and budget approval to the Board of Trustees through the Capital Assets and Finance Committee.

The Board of Trustees through the Capital Assets and Finance Committee are responsible for final project and budget approval for all major capital projects in excess of $2.5 million.


Contact Officer:  Physical Plant Services and Campus Planning Department

Date for Next Review:  May 2019

Related Policies, Procedures and Guidelines:  Major Capital Projects Approval Process (PDF*, 173 KB); Policy on Approval and Execution of Contracts and Invoices; Queen's Procurement Policy

Policies Superseded by this Policy:  Major Capital Project Business Case and Approval Process (Approved by the Board of Trustees Oct 2, 2009

*PDF files can be viewed using Adobe Reader.