Annual Budget & Planning Process

The MSU Board of Trustees (BOT) regulates capital projects through specific policies:

• Capital Project Planning and Approval Policy 02-06-01, which outlines how capital projects are planned and approved.
• Buildings and Facilities Naming Policy 02-06-03, which governs the naming of buildings and facilities.

MSU administration maintains processes to ideate capital projects in alignment with institutional strategy and needs.

• Annual Capital Project Planning Process, which is an inclusive process led by Institutional Space Planning & Management (ISPM) with broad participation from cross-campus committees and stakeholders and considers priorities from the principal University leaders: Provost, Executive Vice President for Administration (EVPA), Senior Vice President for Student Life & Engagement, and Vice President and Director of Intercollegiate Athletics, and involves key University leaders like the Provost, President, Executive Vice President for Health Sciences (EVPHS), and Executive Vice President for Administration (EVPA).
• Capital Renewal, which is managed by the Executive Vice President for Administration (EVPA).
• Opportunity-Driven Process, which are projects that arise from new funding opportunities.

• Institutional Space Planning & Management (ISPM) develops institutional space and facility strategic capital plans.
• Infrastructure Planning & Facilities (IPF) delivers approved capital projects and maintains the extant infrastructure.

The MSU President puts forth Capital Projects for consideration by the Board of Trustees (BOT) after receiving recommendations from the Executive Committee for Buildings, Facilities, & Space (ECBFS). This process includes:

• Step 1: Approval for Authorization to Plan
  • Requires an approved funding plan, prior review by the Campus Infrastructure Planning Work Group (CIPWG), and the Executive Committee for Buildings, Facilities, & Space (ECBFS).
• Step 2: Approval for Authorization to Proceed
  • Requires an approved funding plan, prior review by the Campus Infrastructure Planning Work Group (CIPWG), and the Executive Committee for Buildings, Facilities, & Space (ECBFS).

In the capital planning process, reviewing bodies play a crucial role in assessing and prioritizing capital project requests.

• Charge: A non-decision-making body responsible for tracking information and facilitating coordination of capital project priorities for each of the five principals (Provost, Executive Vice President for Administration, Executive Vice President for Health Sciences, Senior Vice President for Student Life & Engagement, Vice President, and Director of Intercollegiate Athletics) and ensures that priority projects are:
  • Tracked for capital budget planning, reporting, and 5-year capital project planning;
  • Routed through appropriate review and approval processes, including Executive Committee for Buildings, Facilities, & Space (ECBFS) and Campus Infrastructure Planning Workgroup (CIPWG); and
  • Ensure that projects are aligned with political advocacy, development, and funding plans.
• Work Product: Capital budget planning support; coordination through the review and approval process by supporting coordination with committees and boards; funding plan development; and external relations communication support.
• Membership:
  • Associate Director for Institutional Space Planning & Management (Co-Chair)
  • Senior Budget Analyst, Office of Financial Planning & Budget (Co-Chair)
  • Assistant Vice President, Real Estate & Capital Planning
  • Associate Athletic Director, Facilities & Capital Projects
  • Capital Renewal Planning Manager, IPF Real Estate
  • Chief of Staff, Student Life & Engagement
  • Senior Executive Director, University Advancement
  • Space Planner/Project Manager, Office of Health Sciences
  •  CFO, MSU Office of Health Sciences

• Charge: An advisory body to the Executive Vice President for Administration (EVPA) and the Provost and Executive Vice President for Academic Affairs (Provost) that reviews campus-wide and project-specific planning, design, and construction efforts to ensure compliance with the Facilities and Land Use Plan, including planning principles, recommendations, and the University Zoning Ordinance by:
  • Reviewing and advising on major projects (projects exceeding $5 million) prior to Board of Trustee (BOT) action for Authorization to Plan (Step 1) and Authorization to Proceed (Step 2);
  • Reviewing and advising for compliance of new construction and renovation projects that do not exceed $5 million that may have a footprint change, material change to landscape, or that require a zoning variance;
  • Reviewing, for informational purposes only, all other projects that do not have a Facilities and Land Use Plan impact;
  • Providing advice on coordination and communication guided by the expertise of its membership;
  • Serving as the steering committee for future Facilities and Land Use Plan updates and the development of district-level land use plans; and
  • Conducting periodic post-completion project reviews to improve committee effectiveness.
• Work Product: Project impact assessments, advisory reports, design review feedback, and coordination documents.
• Membership:
  • Associate Provost for University Outreach & Engagement
  • Campus Planner (Administrator)
  • Campus Sustainability Director
  • Environmental Health & Safety Director
  • Executive Vice President for Academic Affairs
  • Executive Vice President for Administration
  • Executive Vice President for Health Sciences
  • Facilities Planning & Space Management Director
  •  Director of Real Estate Operations
  • MSU Police Chief
  • Planning, Design & Construction Director
  • Resource Center for Persons with Disabilities Director
  • School of Planning, Design & Constructions Director
  • Senior Vice President for Auxiliary Enterprises
  • Senior Vice President for IT Services and Chief Information Officer
  • University Physician
  • Vice President for Intercollegiate Athletics
  • Vice President for Research & Innovation
  • Vice President for Strategic Infrastructure Planning & Facilities
  • Vice President for Student Affairs & Services
  • Vice President for University Advancement
  • Water Research Institute Outreach Specialist

• Charge: An advisory committee that recommends policies for construction of new buildings and facilities and for assignment and reassignment of all University space and land, including off-campus, to the President. The Committee also has oversight responsibility for the design and construction of buildings and facilities and for assignment and reassignment of all MSU space regardless of source of funds or location. The committee is responsible for:
  • Reviewing proposals related to the use of university buildings, facilities, and space for recommendation to the President or approval;
  • Development of policies and guidelines for space management and utilization;
  • Engaging in strategic planning to ensure efficient and effective use of campus resources;
  • Coordinating with various University departments to align space management with institutional goals and priorities; and
  • Receives recommendations from Campus Infrastructure Planning Work Group (CIPWG).
• Work Product: Memorandum to President (recommendation for Board of Trustee (BOT) action), Space Actions (regarding assignment or reassignment of space), review and approval of any revision to building construction standards, and space utilization reports.
• Membership:
  • Provost and Executive Vice President for Academic Affairs (Chair)
  • Assistant Provost, Institutional Space Planning & Management
  • Assistant Vice President for Real Estate & Capital Planning
  • Executive Vice President for Administration
  • Executive Vice President for Health Sciences
  • Office of the President, Chief of Staff
  • Secretary of the Board of Trustees
  • Senior Vice President and Chief Financial Officer
  • Senior Vice President for Government Relations
  • Senior Vice President for Student Life & Engagement
  • Special Advisor to the Provost and Director of FRIB
  • Sr. Associate Vice President Health Services
  • Vice President and Director of Intercollegiate Athletics
  • Vice President for University Advancement
  • Vice President Office of Research & Innovation
  • Vice President Strategic Infrastructure Planning & Facilities
  • College of Arts & Natural Resources Dean
  • College of Natural Science Dean

• Discovery, Creativity, and Innovation for Global Impact
• Diversity, Equity, and Inclusion
• Staff and Faculty Success
• Stewardship and Sustainability
• Student Success
• Sustainable Health

• Programmatic Impact: Projects that enhance the ability of campus units to achieve institutional missions such as teaching, research, and service.
  • Priority Designation: Endorsement as high-priority by the college or institution.
  • Student Experience: Enhancements that benefit student learning and engagement.
  • Research Enhancement: Initiatives that foster positive research outcomes.
  • Capacity Increase: Projects that expand space utility.
• Health and Safety: Addressing safety and health concerns.
• Regulatory Compliance: Projects ensuring compliance with standards like AAALAC and accessibility requirements.
• Improving Work Environments: functionality and condition of space for faculty, staff, students, and visitors.
• Funding Opportunity: Projects with proposed matching funds from the college or department.
• Cost Details: Projects with available cost estimates.
• Coordination Opportunities: Projects that offer savings when combined with other initiatives or meet broader infrastructure needs.

• Include quotes and estimates obtained within the last year.
• Clearly define the scope of your request and provide a detailed rationale.
• Contact ISPM at ispm@msu.edu for guidance, advice on request content, or to arrange a meeting with ISPM staff to review a potential request.

• Contact ISPM following the instructions provided in your allocation letter when ready to begin your project. ISPM will disburse funding upon project readiness.
• Given that facility project timelines do not always align with fiscal year start and end dates, A&I funding allocations do not expire at the end of the fiscal year in which they are allocated. 
  • ISPM monitors A&I allocations and projects funded through A&I allocations for progress and reserves the right to sweep funding if the project does not progress or the need for the project is resolved through alternative means. 

TLE funding is part of the annual integrated general fund planning and budget process. TLE requests are considered based on alignment with programmatic planning and facilities alterations and improvements (A&I) needs.

The TLE process begins with the announcement of the Provost’s request for proposals in early January of each year. Major Administrative Units (MAUs) are asked to complete the funding request narrative and budget template and follow the submission instructions provided to forward their prioritized request(s) to the Provost’s Office, President, or Executive Vice President.

Funding requests are reviewed for alignment with university strategic goals and priorities, readiness for implementation and appropriateness for TLE funding. Resources that faculty and students use directly in instruction and learning are most suitable for inclusion in proposals. Research or administrative resources generally are not eligible for TLE funding. Additionally, units are expected to plan for integrating maintenance and replacement of new infrastructure into their existing local operating budgets.

The Provost and Chief Information Officer collaborate to allocate TLE funds as part of the annual budget process facilitated by Institutional Space Planning and Management in coordination with MSU IT Services. Approved funding allocations are announced to MAU leadership via their budget materials and TLE communications. MAU leaders are responsible for informing departments of approved requests and communicating account information and spending guidelines.

We continue to refine the TLE planning and funding process to optimize the use of available funds and expedite the modernization of campus-wide teaching and learning resources.

The greatest share of TLE funding will continue to go toward innovative projects aligned with university strategic priorities for enhancing the student experience. Units have been encouraged over the past several years to build the replacement of basic computing infrastructure, such as faculty computers, into their operating budgets versus requesting funds from TLE sources for this use. Non-faculty workstation/computer replacements and any type of payroll (e.g., students and staff) are not typically allowed expenses with TLE funds.

TLE funding is designed primarily for projects that are ready for implementation within the course of the funding year. Carrying forward unspent account balances ties up funds that could be used to mitigate the negative effects of many years of deferred maintenance of our IT infrastructure. The default action at fiscal year-end will be to sweep remaining fund balances on all accounts, including MTE accounts, and expire and close any remaining SIP accounts. Occasionally, remainders of SIP awards may be carried forward into a second fiscal year to complete a project (for example, a classroom renovation with a summer completion date). Colleges should contact Institutional Space Planning and Management (ispm@msu.edu) with a copy to IT Services (ITServices.Finance@campusad.msu.edu) to request an extension of a SIP account. Special requests to carry forward MTE funds beyond the current fiscal year should also be sent to the Institutional Space Planning and Management (ispm@msu.edu) with a copy to IT Services (ITServices.Finance@campusad.msu.edu).

Submissions should include:

• A concise proposal for each request.
• Project description specifying how students, courses, or programs will benefit.
• Detailed budget breakdown.
• Evidence supporting your approach.
• Relevant links to planning materials, especially if related to space or renovation projects.
• Contributions from other funding sources.
• Metrics for measuring success.

Colleges interested in collaborating should clearly identify all participating colleges in the workbook. Specify which college will manage funding and how the TLE funding will be allocated among collaborating colleges.

Priority will be given to projects that:

• Programmatic impact: Enhance teaching and learning capabilities or increase course capacity.
• Funding Opportunity: Projects with proposed matching funds from the college or department.
• Coordination Opportunities: Projects that are aligned with facility renovations where cost efficiencies would be gained by improving the technology infrastructure at the same time.

• Provide specific quantities and types of equipment requested (e.g., specific number of computers, workstations).
• Provide quotes and estimates along with requests.
• Bundle similar smaller requests into one request.

This structured approach ensures that all requests are clear, aligned with university goals, and contribute effectively to our ongoing educational technology enhancements.

Follow the instructions provided in your allocation letter to access the funds. TLE funds expire at the end of the fiscal year in which they are allocated.  Your unit is encouraged to proceed with project initiation and procurement of equipment approved through the TLE process as soon as funds are available.