Project Requests & Information

SCMS is dedicated to building UMaine’s future, but we can’t do it alone. We depend on our community to help guide growth on campus and foster an environment that serves everyone for generations to come. this page to learn more about upcoming or ongoing project proposal opportunities.

Immediate repairs or interventions required to address a facility’s urgent health and safety issues. These requests are submitted to Facilities Management (FM) for prompt action. A work order is immediately generated to the appropriate operations group.

Submission: Work Control by online Form or phone
Review Frequency: Continuous
Submitter(s): Anyone
Reviewed By: AVP of Facilities & Operations, VPFA
Typical Funding Body: Maintenance

Example(s): Broken light fixture, climate control not functioning, water infiltration, damaged flooring tiles, trip hazards, damaged plaster or drywall, broken window, door or elevator malfunction, missing electrical cover or exposed wire, damaged or missing ceiling tile

*Note: Student outcomes, cost recovery, external visibility, and institutional reputation will be considered in ALL project prioritization and approval processes.

SUBMIT

Requests for routine maintenance or minor upgrades aimed at restoring or enhancing the functionality of existing facilities. These are submitted to Facilities Management (FM) for prioritization based on urgency, staffing, impact on operations, and available funding.

Submission Method: Project Intake Form
Review Frequency: Monthly
Submitter(s): Deans, Directors, Cabinet, UMSG, GSG, or delegated authority
Reviewed By: Director of Space & Capital Management Services
Typical Funding Body: Requestor, Funded Depreciation

Example(s): Painting a single room, replacement of departmental equipment, new window coverings, glass frosting, new furniture, updated cabinetry or millwork, bottle filler stations, new flooring, specialty lighting, new large equipment purchase, renewing space for new faculty/staff/researcher, minor to moderate accessibility improvements, countertop replacement, individual air conditioning, installation of half-light door, cubicle replacement or reorganization

*Note: Student outcomes, cost recovery, external visibility, and institutional reputation will be considered in ALL project prioritization and approval processes.

SUBMIT

Requests for significant aesthetic or programmatic improvements and functional upgrades that enhance spaces’ visual appeal, institutional branding, modernization, recruitment, or potential learning outcomes. These requests are compiled through an “annual call” for project considerations and may include projects aimed at repurposing or revitalizing space for new functions. These projects include moderate construction with total budgets of less than $500,000. Submissions should align with current institutional priorities and require review by the Space Committee.

Submission Method: Project intake form
Review Frequency: Annually
Submitter(s): Deans, Directors, UMSG, GSG, or delegated authority
Reviewing Bodies: Space Committee, VPFA
Typical Funding Body: Funded Depreciation (FD), Requestor

Example(s): Lobby or entrance renovation, whole corridor or multi-area painting, multi-room floor replacement, reconfiguration or renovation of lounges or kitchenettes, changing a group of offices to a classroom, constructing a large outdoor patio or gazebo on empty greenspace, decommissioning a classroom to create a lounge or meeting space, converting a residence basement storage room or lounge to living/learning classroom, or “paint and polish” of a forward-facing classroom, lab, study, or shared space including, but not limited to, furniture, equipment, technology, wayfinding, institutional branding, accessibility improvements, and layout changes.

*Note: Student outcomes, cost recovery, external visibility, and institutional reputation will be considered in ALL project prioritization and approval processes.

SUBMIT

Proposals or funding requests including but not limited to specific gifts, grants, Congressionally Directed Spending (CDS), or other governmental funding. These external requests or applications require internal development and review by Capital Management Services before submission to ensure feasibility within the requested funding amount.

Submission Method: Project Intake Form
Review Frequency: Revolving
Submitter(s): PI with Dean or Director review
Reviewed By: Senior Advisor and Executive Director of Research Development, Vice President of SPIRE, Provost, Director of Space and Capital Management Services, Vice President of Research and Dean of Graduate School, VPFA, President
Typical Funding Body: External, reporting requirements common

Example(s): Research lab renovation, simulation lab upgrade, new research or programming space, addition or expansion of current facilities, reimagining or adapting existing research or programming space(s) to meet specific outcomes or qualifications set by the funding source.

*Note: Student outcomes, cost recovery, external visibility, and institutional reputation will be considered in ALL project prioritization and approval processes.

SUBMIT

Rubric Weighting

This rubric establishes a framework for evaluating and prioritizing projects at the university. It assigns weights to various criteria to ensure projects align with our core values and strategic goals.

Criteria

Equity (25%): Projects are assessed on their commitment to inclusivity and ensuring accessibility and benefits for all demographics. This aligns with the university’s commitment to creating a diverse and welcoming community.

Functionality & Deferral Consequences (20% each):
- Functionality: This criterion evaluates how effectively a project helps the space fit its intended purpose, addressing critical needs within the university
- Deferral Consequences: We consider the potential negative impacts of delaying a project, including financial and non-financial drawbacks. This helps us prioritize projects with immediate value while acknowledging the downsides of postponement

Operational Efficiency (15%): This criterion focuses on a project’s impact on ongoing operational costs. Prioritizing projects contributing to long-term financial sustainability is crucial for the university’s well-being.

Impressions (10%): Creating a positive user experience is desirable, and we want everyone to feel comfortable in our spaces. It can be used to enhance an overall project’s effectiveness. Aesthetics and temperature control of our spaces can be essential in user experiences.

Visibility & Historical Significance (5% each):
- Visibility: Projects with high visibility can enhance public image and promote the university’s mission. Areas that students, staff, and visitors see.
- Historical Significance: Projects with historical significance may warrant additional considerations due to their potential educational and cultural value.
Adaptability: While the weightings are well-balanced, adjustments might be necessary in specific situations, such as during budget constraints, where operational efficiency might become more critical.

Operational Maintenance & Compliance
- Continuous – Requests are reviewed as they are submitted for work order generation
Functional Renewal & Improvement
- Monthly – Requests are reviewed at the end of each month
  - Submissions do not guarantee project initiation
  - Scoping and estimating to begin after an initial review
Refresh & Reutilization (Annual Call)
- Annually – Requests are reviewed annually according to the schedule below
  - Submissions do not guarantee project approval or initiation
  - Project Initiation does not guarantee completion in calendar year of call
    - December – Submissions Open
    - January – February – Scoping and Estimating
    - March – Space Committee Review & Recommendations
    - April – Communications to Units, Project Initiation
Externally Funded Initiatives
- Revolving/Varies – Project timelines dependant on requirements of the funding source
Major Capital Project
- Aligns with University master planning and internal project development

The following individuals or delegates may submit Refresh & Reutilization (Annual Call) proposals*:

Deans, Department Heads, Directors

John Belding	Director	Advanced Manufacturing Center
Habib Dagher	Director	Advanced Structures and Composites Center
Deborah Bouchard	Director	Aquaculture Research Institute
Jason Grunkemeyer	Deputy Director	Athletics Department
Richard Young	Executive Director	Auxiliary Services
Thomas Drake	Director	Campus Technology/IT
Aaron Weiskittel	Director	Center for Advanced Forestry Systems/ Center for Research on Sustainable Forests
Alan Cobo-Lewis	Director	Center for Community Inclusion and Disability Studies
Stephen Eddy	Director	Center for Cooperative Aquaculture Research
Michael Kinnison	Director	Center for Genetics in the Environment
Susan McKay	Director	Center for Research in STEM Education
Lenard Kaye	Director	Center on Aging
Len Kaye	Director	Center on Aging
Kimberly Dodge	Director	Children’s Center
Paul Mayewski	Director	Climate Change Institute
Paul Mayewski	Director	Climate Change Institute
Diane Rowland	Dean	College of Earth, Life, and Health Sciences
Ezekiel Kimball	Dean	College of Education and Human Development
Emily Haddad	Dean	College of Liberal Arts and Sciences
Daniel Williams	Director	Collins Center for the Arts
Hannah Carter	Dean	Cooperative Extension/DLL
Megan Tardif	Director	CORE/IMRC
Angela Fileccia	Director	Counseling Center
Glenn Taylor	Director	Culinary Services
Christopher Richards	Director	Enrollment Management/Admissions
William Biberstein	Executive Director	Events and Hospitality Services
Daisy D. Singh	Dean	Fogler Library
Clayton Wheeler	Director	Forest Bioproducts Research Institute
Sharmila Mukhopadhyay	Director	Frontier Institute for Research in Sensor Technologies
David Hart	Director	Geroge J. Mitchell Center for Sustainability Solutions
Scott Delcourt	Associate Vice President	Graduate School
Ellen Weinauer	Dean	Honors College
Nicole Lawrence	Vice President of Human Resources	Human Resources
David Harder	Director	Institute of Medicine
George Criner	Associate Director	Maine Agriculture and Forest Experiment Station
Giovanna Guidoboni	Dean	Maine College of Engineering and Computing
Shane Moeykens	Director	Maine EPSCoR/ARCSIM
Gayle Zydlewski	Director	Maine Sea Grant
Jonathan Rubin	Director	Margaret Chase Smith Policy Center
Orlina Boteva	Director	Office of International Programs
Jason Charland	Director	Office of Research Development
William Flagg	Police Chief	Police Department
Colleen Walker	Director	Processes Development Center
Joseph Caron	Director	Property Management
Ali Abedi	Associate Vice President/Center Director	Research/CUGR
Susan McKay	Director	RiSE Center
Renee Kelly	Associate Vice President	SPIRE
Lauri Sidelko	Assistant Dean	Student Life
Andrea Gifford	Associate Dean	Student Life
Tammy Crosby	Special Assistant to VPR/DGS	Vice President Research
George Kinghorn	Director	Zillman Art Museum

Student Government

Keegan Tripp	President	UMSG (Undergraduate)
Memphis Peterson	Vice President	UMSG (Undergraduate)
Laura Curioli	President	GSG (Graduate)
Nolan Merz	Vice President	GSG (Graduate)

*This list is current as of 12/1/2024.

I’m unsure what category my project falls under – what should I do? Start by reading through all the category tabs and information above to determine the closest example to your request. If you are still unsure of which category your project best fits after reading the project definitions and examples provided, you may use the general contact form and a member of our team will reach out to help determine the best avenue for submission.

I want to suggest a project for the Annual Call, but I’m not a delegated authority. Who do I talk to? Who can submit? Please see the list of authorized submitting bodies and contact the individual who oversees your department or closest representative. They will collect your proposal for consideration and department prioritization.

I am a student and would like to suggest a project. How can I do that? We collect project submissions from the University of Maine Student Government and Graduate Student Government. UMSG meets weekly, on Tuesdays at 6pm in the Bangor Room of the Memorial Union. You can contact your UMSG representative with project ideas. GSG can be reached at gsg@maine.edu.

My department has funding for a small project; where do I request a quote? If your project is small and does not require FM funding, you can request a quote for the work under the Functional Renewal Project form. This form is reviewed monthly and a representative will contact you for more information and next steps.

What if my project isn’t selected to move forward? If your project was not selected for submission by your delegated authority, contact them for more information on prioritization. If it was submitted and not selected for initiation, your delegated authority will receive a notice explaining why it will not be moving forward. In some cases, the Dean or Department head may choose to resubmit the following year. Space & Capital Management Services retains all submitted project data but will not reconsider unless officially submitted again.

I have a general question about the project approval process; how do I ask it? You can use the general question form found here or, for urgent inquiries, contact Tricia A. Hobbs (University Designer/Architect & Space Manager) and Josh Burke (Campus Planner) at tricia.hobbs@maine.edu and joshua.w.burke@maine.edu.

I submitted a project; when should I expect to hear back? The listed contact on project submissions will be contacted within 2 weeks of the project submission deadline.

Do I need to have estimates or quotes before I submit my project? No, all you need to submit a project is the location, a general description of what you would like to see done, and the department contact. A Space and Capital Management Services team member will reach out to discuss the project and define the scope and cost. If you have any known costs, such as specialized equipment or something your department previously priced, you can include them in the submission, but they are not required.

What if I don’t have a fully fleshed-out project? Can I submit a broad idea? Absolutely! We aim to make the submission process as easy as possible for everyone. All you need to submit a project is the location, a general description of what you would like to see done, and the department contact. A Space and Capital Management Services team member will reach out to discuss the project and define the scope and cost.

I submitted a project last year that was not moved forward. Should I submit it again? Only if you would still like that project to be considered, as we want to allow each submitter to refine and adjust priorities each year. If a project that was not selected is still of high priority to your department, please submit it again. We keep a record of previous submissions but do not automatically include them for consideration.

What is the difference between Functional Renewal and Refresh and Reutilization (Annual Call)? Functional Renewal projects are typically smaller or narrow in scope and are, more often than not, funded by the submitting body. Due to the more frequent review, this is an opportunity for departments to request work to be done that may need a quicker resolution and/or can be accomplished without annual call support. Examples of this work include new carpet in an office, refreshing a small space for an incoming faculty member, or new window shades in an office suite. This is not the appropriate place to request larger renovations or significant changes of use, which require review by the Space Committee. For urgent break-fix, please submit a maintenance and operations work order.

Can my department submit multiple projects for consideration? If so, can I submit them all at once? Yes! While there is no official limit on the number of projects submitted, please keep in mind the limited funding and prioritization. We encourage departments to refine their selections internally to 4-6 projects before submitting. Projects must be submitted individually through the intake form. This ensures that each project is cataloged appropriately and accurately.

Glossary of Terms

Project: A specific task or initiative within an institution that requires resources, planning, and coordination to achieve a particular outcome. Projects can involve construction, renovation, maintenance, or other facility improvements.
Scope of Work: A detailed description of the tasks, responsibilities, deliverables, and timelines associated with a specific project. It outlines the work to be completed and defines the project’s goals, objectives, and parameters.
Submitting Bodies: Authorized individuals responsible for proposing or requesting a project. These include deans, department heads, senior cabinet, and/or specific delegated authorities named by the administration.
Intake Form: The standardized form used to submit project requests. It collects essential information regarding the project’s purpose, scope, and required resources. The form is used to begin the formal review process for project approval.
Annual Call: A designated period each year during which the institution solicits project proposals from submitting bodies for consideration in the planning and budgeting cycle. Projects submitted during this call are reviewed and prioritized by the Space Committee.
Master Plan: A long-term strategic planning document that outlines the vision, goals, and framework for the institution’s physical development. It includes major capital projects and improvements over a multi-year period, guiding the allocation of resources and planning decisions.
FM (Facilities Management): Responsible for the maintenance, repair, and operational upkeep of the institution’s physical assets, including buildings, infrastructure, and grounds. FM ensures that facilities meet health, safety, and operational standards.
SCMS (Space & Capital Management Services): Oversees the planning, management, and coordination of space utilization, capital projects, and long-term facility development within the institution. As stewards of the University, SCMS acts as an owner’s representative in all capital construction initiatives.
VPFA: Vice President for Finance & Administration
Deans: Senior academic leaders in charge of individual colleges or schools within the institution. Deans oversee academic programs, faculty, and space needs within their departments and may submit project requests for their units.
Directors: Individuals in charge of specific departments or operational centers within the institution, typically overseeing day-to-day operations. Directors may submit project proposals related to their specific areas of responsibility.
UMSG (University of Maine Student Government): The student government organization representing undergraduate students at the University of Maine. UMSG may submit project requests or advocate for improvements to student spaces and services.
GSG (Graduate Student Government): A student organization representing graduate students. GSG may advocate for project proposals or submit requests that benefit graduate student spaces, resources, and amenities.
BOT (Board of Trustees): A governing body composed of appointed individuals responsible for the overall strategic direction and approval of major institutional decisions, including major capital projects and budget allocations.
Space Committee: An advisory committee to the president responsible for guiding institutional space allocation, utilization, and planning. The Space Committee reviews project proposals related to space changes, major renovations, and new construction to ensure alignment with institutional goals and priorities.
FY (Fiscal Year): A one-year financial planning and reporting period. The fiscal year for the University of Maine runs July 1st through June 30th.
Project Initiation: The formal beginning of a project which involves the approval of resource allocation and planning. This phase establishes the framework and schedule for the project’s execution but does not guarantee or imply the physical start of construction.
Funded Depreciation: Funds allocated to address the depreciation of its physical assets, allowing for future repairs, upgrades, or replacement of equipment and facilities.
Requestor: The individual, department, or group that submits a request for a project, either from internal or external funding sources.
Cost Share: A financial arrangement where multiple parties (e.g., an individual department and FM) contribute to funding a project. Cost share agreements define the proportion of funding each party is responsible for.

Please review the information included in our FAQ (located above) or submit a General Project Intake request form.

Major Capital Projects

In addition to the projects outlined above, we also oversee major construction or renovation projects on campus. These projects require substantial development, investment, and institutional planning and have budgets exceeding $500,000*.

Projects that fall under this category must be included in the university’s 1, 5, or 10-year capital plan. In addition, they require review and approval by the Board of Trustees.

Examples of Major Capital Projects include new building construction, large-scale building addition, gut renovation, significant accessibility improvements, large-scale groundwork, rerouting or addition of permanent roadways, building removal, full HVAC replacement, and historical restorations.