University of Wisconsin-Stout
SPACE AND FACILITIES
PLANNING AND CONSTRUCTION
Campus Planner:
George Acker
210 Administration Building
715 232-5314
ackerg@uwstout.edu
Campus Project Manager:
Shirley Klebesadel
140F General Services Building
715 232-1186
klebesadels@uwstout.edu
Building and Grounds Superintendent
104 General Services Building
715 232-2288
Construction/Remodeling Project Planning
This guide is intended to be a helpful reference for new construction or remodeling projects
at the University of Wisconsin-Stout.
Definitions
Capital Project: Any major facility remodeling, addition, maintenance improvement or new
construction over $30,000 funded by the State of Wisconsin.
DSF: Division of State Facilities is the State of Wisconsin’s administrative office regulating all
state building and maintenance projects. The State Building Commission authorizes DSF.
Planning Process: Campus identifies issues, shares them with campus groups and submits to
UW System. The Campus Planner coordinates reviews of potential projects with the Stout
Physical Plant, UW System and Division of State Facilities; provide feedback to the campus and
chancellor sets priorities.
Issue Identification Process: The campus-wide identification of major facility issues used to
develop future capital requests.
Issue Statement: A statement and explanation of a problem or need that does not suggest a
solution.
Campus Physical Development Plan: The campus 6-year plan for future development. The
plan is updated every two years. All issues related to a new major project must be identified in
the planning process and thoroughly discussed by the campus and included in the Campus
Physical Development Plan before being advanced as a campus priority. The current campus
plan can be accessed at: www.uwstout.edu/bpa/capitalplan/index.htm
All Agency Projects: All agency projects are primarily infrastructure projects that are more than
$100,000. These projects may include programmatic elements, but usually are driven by
maintenance needs.
Major Projects: Includes all projects with new construction or major remodeling over $100,000
and requires approval by the Board of Regents and the State Building Commission.
Space Tabulation: Identifies how current and future rooms/space will be used. Very specific
space accounting is required for all major projects.
Project Request Document: The state’s form to submit projects to DSF. The Chancellor
approves projects before they are submitted by Stout’s Budget, Planning and Analysis office
through UW System for all major projects.
Budget Worksheet: The form required by DSF to project the full cost of a project including
design, construction, administration and oversight by DSF, percent for art and contingency. It is
prepared by Campus Planning and Physical Plant engineering and is usually submitted with the
Project Request Document.
Small Project: Limited to less than $100,000 and more than $30,000 small projects are usually
emergency maintenance projects or infrastructure projects.
Campus Operating Budget Project: Projects funded by the department, division, university, or
foundation. Depending on the budget for the project, it may or may not require DSF approval.
Campus approval is required for all changes in space utilization and projects over $5,000. The
Request for Facility Space Assignments and/or Facility/Grounds Modifications form is used for
this approval and can be found in the list of forms under Space Request at:
www.uwstout.edu/asls/forms.html
Request for Facility Space Assignments and/or Facility/Grounds Modifications: This UWStout form is required for all changes in space usage and assignments and all facility and/or
building and grounds modifications. The form is available on the Stout ASLS forms web page or
from the Campus Planner.
FAQ’s
How Do I initiate a project?
Call the Campus Planner at 232-5314 and describe the type of project you have in mind. The
Campus Planner will direct you to the appropriate source to start your project. For projects
requiring a change of space or remodeling, a Request for Facility Space Assignments and/or
Facility/Grounds Modifications form will be required as a first step.
What information will I need for the form?
It is important to have a clear concept of the project, and a reasonably good cost estimate when
filling out the form. The campus building and grounds supervisor and the campus engineer can
assist with the cost estimate and will later be reviewing this form. It is suggested that you discuss
your project thoroughly with them prior to submitting the form to ensure a timely and efficient
process. The building supervisor and your supervisor will also be signing off on this form, so you
will want to discuss the project with them ahead of time. Your division administrator will be
signing the form before the project goes to the Chancellor.
What does the Campus Planner do?
The Campus Planner coordinates the campus process for identifying and prioritizing facility
issues that are important to the campus. The Campus Planner works with UW System to develop
Major Projects and Infrastructure Projects costing over $30,000. The Campus Planner submits
the formal requests and works with the projects until they are approved. Once the Building
Commission or other appropriate body approves the projects, the Physical Plant Project Manager
takes over the project coordination. The campus planner coordinates the process and form,
Request for Facility Space Assignments and/or Facility/Grounds Modifications.
What does the Campus Engineer do?
The Campus Engineer provides technical assistance and cost information while projects are in the
planning process. The Building and Grounds Superintendent also provides estimates for small
campus projects.
The Campus Engineer coordinates the state’s small project program for the campus and is
delegated project management on these projects.
There are frequently two project managers for larger projects. All projects funded by the state
have a project manager from the Division of State Facilities, DSF. More important to us is our
own campus Project Manager. Our campus Project Manager is our contact person for any
questions or concerns we have about a project that has been funded and approved. Our campus
Project Manager works closely with the DSF project manager to assure that the implementation
of a project is carried out as indicated in the project contract and specifications. Contractors are
not allowed to make any changes from the contract specifications unless they have a formal
change order from the DSF project manager.
How long will my project take?
This depends on the scale of the project. For smaller projects it will depend to some extent on
how informed all of the people involved have been and whether or not funding has been approved
in advance. Major projects will take years to develop, integrate into the Campus Physical
Development Plan, and get all of the necessary approvals. It is important to discuss scheduling
with the campus Physical Plant Building and Grounds Superintendent for smaller projects to
determine if they can be scheduled during your “window of opportunity”.
What approvals and reviews are needed for Smaller Campus Projects?
The Request for Facility Space Assignments and/or Facility/Grounds Modifications form will
include all of the reviews and campus approvals that are needed for most campus projects over
$5,000.
What approvals and reviews are needed for Major Projects?
The UW System coordinates the review and approval process for Major Projects. The Campus
Planner works closely with UW System to provide the information that is needed for Major
Projects. The Chancellor, the Board of Regents and the Building Commission approve all Major
Projects. Typically a project must first be planned for in the Campus Physical Development Plan.
After review and knowledge that sufficient support exists, it is submitted for approval of planning
and design. The design report is then reviewed by the Division of State Facilities and approved
by the Building Commission for construction at a later date. After a project is out for bid and a
contractor selected, the governor signs all of the contracts before a project can begin construction.