CDD Terms of Reference and Procedures

(July 2016)


The Campus Design & Development (CDD) Committee is an administrative committee mandated to ensure that proposed changes to campus facilities are aligned with the University of Toronto Scarborough’s short and long-term master plans and are specifically guided by a best practices approach to physical planning, design and construction consistent with the Policy on Capital Planning and Capital Projects.

The committee works in cooperation with UTSC’s Space Planning Committee in overseeing the physical development of the Scarborough campus that includes the assessment and approval of space plans and allocations. It is responsible for the renovation of existing facilities, infrastructure renewal projects including computing network infrastructure, and security systems. As delegated by the Vice-President, University Operations, CDD has the authority to approve projects with a value of up to $5 million and to recommend projects over $5 million and up to $10 million.

The Committee reports to the Principal of the University of Toronto Scarborough and Vice President University of Toronto.

1. Membership

1.1 Campus Design & Development Committee

  • Chief Administrative Officer & Chair of Campus Design & Development Committee
  • Vice Principal-Research
  • Campus Architect and Director of Architecture, Planning & Project Development
  • Director, Campus Safety and Security
  • Director, Facilities Management Department
  • Director, Financial Services Department
  • Director, Instructional and Information Technology Services
  • Director of Operations, Office of the CAO, Business, Operations and Strategic Affairs
  • Assistant Director-Building Operations, Facilities Management Department
  • Assistant Director - Engineering and Physical Plant, Management Department
  • Assistant Director-Business Operations, Financial Services Department
  • Manager, Security Systems and Services, Campus Safety and Security
  • Project Manager, Facilities Management Department
  • Financial & Budget Analyst, Financial Services Department (Secretary)


1.2 Strategy Review Group of the Campus Design & Development (CDD) Committee

  • Principal and Vice-President
  • Vice-Principal and Dean (Academic)
  • Vice-Principal, Research
  • Chief Administrative Officer


2. Areas of Responsibility

The Revisions to the Policy on Capital Planning and Capital Projects dated May 19, 2012 from the Office of the Vice-President Operations, presented three levels of approvals for capital projects as described in the following areas of responsibility:


2.1 Campus Design and Development Committee                               

  • Assesses and recommends all new construction, alteration and renovation projects up to $5 million for approval by the Strategy Review Group.
  • Recommends projects over $5 million and up to $10 million for review and approval by the various Boards and Committees in the Governing Council.  The document package is forwarded to the Secretary of the Capital Projects and Space Allocation Committee (CaPS).
  • Recommends a Project Planning Committee for projects over $10 million for review and approval by the various Boards and Committees in the Governing Council.  The document package is forwarded to the Secretary of the Capital Projects and Space Allocation Committee (CaPS).
  • Reviews and recommends priorities for the annual allocation of provincial Facilities Renewal Funds and other comparable funds provided by the Ministry of Training, Colleges and Universities and other ministries, federal and provincial, for projects costing less than $5,000,000.
  • Receives an annual report of infrastructure renewal managed by the Facilities and Management Department and funded by the UTSC operating budget.
  • Establishes criteria and sets priorities for design under the jurisdiction of the Facilities Management Department and Design & Construction Management.
  • Reviews proposals for signage on University buildings and property.

The CDD Committee meets quarterly or as required.


2.2    Strategy Review Group

The Strategy Review Group is responsible for the review of all capital proposals to ensure that those proposals are consistent with institutional plans, and to authorize those proposals to proceed to the next stage of development; and to approve all projects expected to have a Total Project Cost up to $5 million.


2.3   Executive Committee – Capital Projects and Space Allocation Committee (CaPS)

The Executive Committee is responsible for:

  1. Approving the Membership and Terms of Reference for Project Planning Committees for all projects expected to have a Total Project Cost of $3 million or more. Terms of Reference for new Project Planning Committees, following review by the CaPS, the Vice President and Provost and the Vice President University Operations, will be posted on the Governing Council website.
  2. Reviewing all capital projects with an estimated TPC of $5 million and above providing a written report with recommendations to the Vice President and Provost and Vice President University Operations. On the joint recommendation of the Vice President and Provost and the Vice President, University Operations:
  • Capital projects over $5 million and up to $10 million will be considered by the Planning and Budget Committee and recommended to the Academic Board for consideration. It is expected that such projects will be placed on the consent agenda of Academic Board, Business Board and University Affairs Board, where required, and be confirmed by the Executive Committee of the Governing Counci
  • Capital projects over $5 million and up to $10 million requiring financing as part of the funding, must be considered by the Business Board for approval of their execution.
  • Capital projects exceeding $10 million must be considered by the appropriate Boards and Committees. Normally, they will require approval of the Governing Council.  Execution of such projects is approved by the Business Board.


  1.     Reviewing Interim Reports of Project Planning Committees with an expected total project cost greater than $5 million to ensure integration with overall institutional priorities and that capital plans of divisions are thoroughly vetted.

Reporting annually, for information, to the Planning and Budget Committee of the Academic Board on approved capital projects less than $5In M.

The Executive Committee meets monthly or as required.


2.4   Planning and Budget, Academic Board and Business Board

The Planning and Budget Committee considers reports of project planning committees and recommends to the Academic Board approval in principle of projects (i.e. site, space plan, overall cost and sources of funds) with a capital cost as specified in the Policy on Capital Planning and Capital Projects.[The Business Board is responsible for approving the establishment of appropriations

for individual projects and authorizing their execution within the approved costs.]The level of approval required is dependent on the cost of the project. Significant changes to a space program/approved project require the same level of approval as the original proposal.


3. Project Application Form and the CDD Process

  1. The CDD Project Application Form is available on the CDD Renovation Application Process webpage
  2. Client Department completes Step 1 of the CDD Project Application Form and fulfills the requirements accordingly
  3. In Step 2 Design and Construction Management or Facilities Management Department performs a preliminary review of the project requirements with the Client and provides a low-high estimate of the project cost.
  4. The Strategy Review Group reviews the application to confirm that the proposal is consistent with institutional plans and authorizes the application to proceed to design review and costing
  5. Design and Construction Management or Facilities Management Department finalizes the design review and costing with the Client and submits the following documents for final approval by the CDD Chair:
  • Total Project Cost
  • Tender Results
  • Post Tender Results if TPC is outside the high/low budget estimate
  • If project requires the services of an architect, a Project Planning Report is required
  • Financial Services Department assembles the CDD approval package for the Chair’s approval.
  • Financial Services Department distributes and notifies the Client and other appropriate recipients.
  • Design and Construction Management or Facilities Management Department implements the project.


4. UTSC Capital Project Execution Chart

Project Execution Chart

* Consent = on agenda and item will be given consideration (discussion) only if a committee member so requests, otherwise is for the purpose of recording the motion in the minutes of the meeting.
* Considered = on the agenda for full discussion and approval.

(1) A Project Planning Committee shall be formed at the outset of project planning and will include representatives of the project's users, the staff responsible for facilities planning, the staff responsible for project execution, and staff responsible for building operations.
UTSC must work with a Planner assigned by St. G. Campus & Facilities Planning to form the Membership and the Terms of Reference for each new project committee. The Planner with submit the final terms and membership to Governing Council for posting on the website.
(2) Committee Membership includes Principal UTSC or designate, attendance as required (for UTSC projects).
Send all packages to Secretary for CaPS Executive Committee.
(3) Project Planning Report Requirements:

(a) Detailed PPR required for all projects >$5M

(b) Abridged Project Planning report (no Project Planning Committee required) for all projects <$5M
that requires the services of an architect.

(4) CDD approval letters for all projects $100,000 - $5M Capital Accounting and cc Secretary of CaPS Executive Committee, Capital Accounting – St. George