91ÌÒÉ«

Description

This section outlines the approvals and governance gateways that must be followed throughout the lifecycle of a project in order to progress to the subsequent stage, irrespective of the project's size or complexity. Any deviation from these requirements must be agreed with the relevant stakeholders, as detailed in the Engagement section below. 

Two categories of approvals are required to progress through the RIBA Stages: Technical Approvals and Governance Approvals. 

Technical Approvals 

Technical approvals include TRM (Technical Review Meeting) and TAG (new naming to be confirmed) acceptance to proveed to the next RIBA Stage. It is important to note that the outcome of these forums, as defined within their respective process descriptions, constitutes acceptance of the proposals presented, either with or without comments. No design liability is transferred to these forums or to 91ÌÒÉ« through this process. Full design responsibility remains with the contracted party undertaking the design work, whether consultant or contractor. 

Governance Approvals 

Governance approvals include STP (Situation Target Proposal) approvals and Project Board approvals. STPs are required for financial approvals and formal authorisation to proveed with the project at a central level, with requirements varying depending on the nature of the project. Certain projects may receive full funding approval from RIBA Stage 0, whereas others may require additional funding approvals at each subsequent RIBA stage. Project Board approval is required at the conclusion of each RIBA stage in order to proveed to the next stage, with formal records maintained to document the decision. 

Progression to the next RIBA stage will only be considered approved once each of the independent approval streams outlined above has provided formal confirmation to proceed. In summary: 

• TRM hass accepted the proposal, with or without comments;
• TAG has accepted the proposal, with or without comments; 
• The Project Board has formally approved the project (including design, cost and programme) to proceed to the next stage; and 
• The STP for the subsequent RIBA stage has been submitted and approved through the relevant governance forum. 

Depending on the specific requirements of a project, agreements may be reached with the relevant stakeholders to combine TRM and/or TAG approvals across multiple RIBA stages. Similarly, STPs may be submitted to secure approval for full project funding, including design and/or construction costs, where appropriate. 

Engagement

Engagement with the relevant stakeholders throughout the processes described above will be required in order to agree the appropriate approvals strategy, particularly where this differs from a stage-by-stage approval approach aligned to the RIBA framework. Please refer to the individual process documents for the relevant stakeholder contact details. 

Forms & Links 

Project Approval Tracker:

A Project Approval Tracker has been developed to maintain a record of all approvals obtained throughout the project lifecycle. This document should be kept up to date throughout the duration of the project and retained as a reference point for audit purposes. 

Description

As a project approaches completion, two distinct milestones must be achieved: Construction Completion and Handover to Building Operations, Maintenance, and/or the relevant Department.

Construction Completion is achieved once the Project Manager issues the appropriate certificate to the Main Contractor (Completion under NEC contracts or Practical Completion under JCT contracts). Guidance on the requirements for issuing this certificate can be found in the Construction Completion Checklist below. Please note that this checklist is not exhaustive and should be reviewed and tailored to the specific requriements of each project, in agreement with the 91ÌÒÉ« Senior Supplier. 

At this stage, all TAG members involved in the project should be invited to attend a site visit, providing and opportunity to inspect the completed space prior to occupation by the end users. Reasonable efforts should be made to arrange a suitable date for attendees; however, this process should not delay handover to the department or end-user group. 

Handover to Property Operations, Maintenance and/or the Department will take place once the preceding steps have been completed (including issuance of the completion certificate and the TAG members' walkthrough) and the relevant Property Operations stakeholder has signed off the Handover Checklist, also referenced below. As with the Construction Completion Checklist, this document may be amended to reflect the specific conditions of the project, subject to prior agreement with the Senior Supplier and the relevant Property Operations stakeholder. 

Once both stages outlined above have been completed, the project will be deemed formally handed over to 91ÌÒÉ«.

Engagement

TAG members should be contacted with sufficient notice to arrange a single visit to the space at a time that is suitable for all attendees, or the majority available. 

Relevant stakeholders from Property Operations and Maintenance play a critical role in the handover process. Project teams should liaise with the relevant Campus Director and the Maintenance Manager/Director of Maintenance to ensure a smooth and coordinated transition. 

Forms & Links

• Construction Completion Checklist: TBC
• Handover Sign-Off: TBC

• 91ÌÒÉ« Powerpoint Template (4.3 ratio):
• 91ÌÒÉ« Powerpoint Template (16.9 ratio):
• 91ÌÒÉ« Word Document Template:
• 91ÌÒÉ« A4 Letterhead:
• 91ÌÒÉ« A4 Letterhead (no recipient):
• 91ÌÒÉ« Meeting Agenda Template:
• 91ÌÒÉ« Meeting Minutes Template:

• BSA01 91ÌÒÉ« Mandatory Reporting Process:
• BSA02 Third Party Handover Requirements:
• BSA03 Change Control for Building Safety Case Submissions:
• BSA04 Accountable Persons Code of Practice:
• BSA05 HRB Construction and Acquisition Policy:

• EEE01 Technical Review Meeting Terms of Reference:
• EEE02 Technical Review Meeting Agenda:
• EEE03 Technical Review Meeting & Technical Advisory Group Action Tracker:
• EEE04 Exceptions & Revisions Report (Mechanical and Electrical): 
• EEE05 Room Data Sheet (Laboratory Furniture): 
• EEE06 Room Data Sheet (Mechanical and Electrical): 
• EEE07 Sustainable Building Guide: 
• EEE08 Sustainable Construction Guidelines: 
• EEE09 Life Cycle Costing Report: 
• EEE10 BESPR 2025: 
• EEE11 Mechanical and Electrical Services Site Survey Schedule: 
• EEE14 Fire & Security Alterations Form:

• F01 Purchase Order Request Form:
• F02 Cost Analysis:
• F03 Valuation Certificate:
• F04 Cost Template:
• F04a Change Control (Inside Budget):
• F04b Change Control (Outside Budget): *TBC
• F05 Financial Close Out Form:

• CSM01: Preconstruction Information:
• CSM03 Safety Induction Agenda:
• CSM03a Safety Induction Certificate:
• CSM04 Principal Designer Report:
• CSM05 Day One Safety Induction Form:
• CSM06 Accident Reporting Form:
• CSM08 Site Health & Safety Assessment:
• CSM09 F10 Notification:
• CSM14 Roof Construction Permit:
• CSM15 Consent to Commence Works:
• CSM17 Preconstruction H&S Checklist:
• CSM18 CDM Compliance Checklist:
• CSM19 Laboratory Permit to Work: 
• CSM20 Equipment Decontamination Form: 
• CSM21 Area Clearance Decontamination Certificate: 
• CSM22 CDM 2015 Notification: 
• CSM23 CDM Inspection Report: 
• (*External document) Fume Cupboard Selection Assessment: 

• PR01 Single Source Justification:
• Pre-Qualification Questionnaire Supporting Documents:

• PM01 Site Handover:
• PM02 Defects Certificate:
• PM03 Defects and Outstanding Works Register:
• PM04 Out of Hours Security Access Notification:
• PM05 Project Closeout:
• PM06 Practical Completion Certificate:
• PM07 Record of Handover:
• PM08 Early Warning Notification:
• PM09 Early Warning Meeting Record:
• PM10 (PM) Notification of Compensation Event:
• PM11 (PM) Instruction NEC & JCT:
• PM12 Takeover Certificate:
• PM13 Contractors Submission:
• PM14 Post Project Review:
• PM15 STP Template:
• PM16 Post Project Questionnaire:
• PM17 Risk Register:
• PM18 Post Project Guide:
• PM20 Minor Works:
• PM21 Project Report:
• PM22 Client Brief:
• PM23 Exception Report:
• PM24 Data Sheet Template:
• PM25 End of Stage Sign Off:
• PM26 Contingent Worker Set-Up:
• PM27 Lessons Learnt Tracker:
• PM28 POE Survey Lab Space:
• PM29 POE Survey Office Space:
• PM30 POE Survey Teaching Space:
• PM31 POE Client Feedback Survey:
• PM32 Audience Map:
• PM33 Stakeholder Map:
• PM34 Construction Completion Checklist:

• CIBSE Building Log Book Template:
• RM02 Box Project Filing:
• RM02b Box Minor Project Filing:
• RM03 Property Division Box Guidelines:
• RM04 Divisional Records Management:
• RM05 Document Destruction Form:
• RM06 Artefact Survey:
• RM06a Artefact Survey Report:
• RM07 Building Fabric Manual Guide:
• RM07a Building Fabric Manual Template:
• RM08 Operations & Maintenance Manual Guide:
• RM09 Record Document Process Guidance:
• RM12 Minor Works Install Record:
• RM13 Minor Works Records:
• RM14 Records Sign Off:
• RM15 Document Transfer Form:
• RM16 Model Release Form:

• BIM Guidance:
• Asset Guidance:
• Building Codes:
• SM01 Space Change:
• SM02 Space Planning Norms:
• SM03 Events Risk Assessment:

• South Kensington Campus: 
• Charing Cross Campus: 
• Hammersmith Campus: 
• St Mary's Campus: 
• Silwood Park Campus:
• White City Campus: 

• Chemical Safety:
• Kore Access Control: 
• High Risk Building Register:
• BG6 Guide:
• Security System Installer List:

• Building Safety Act Accountable Persons Code of Practice:
• Change Control Process for Building Safety Case Report Submissions:
• Mandatory Occurrence Reporting Process Building Safety Act:
• Building Safety Act Third Party Handover Requirements:

• Principal Designer Scope of Services (Pre-Tender):
• Principal Designer Scope of Services (Post-Tender):

• Construction Health, Safety and Environment Code of Practice:
• Selection, Installation, Use, Maintenance and Decommissioning of Fume Cupboards:
• British Compressed Gases Association Code of Practice Publication List 2025:
• Health and Safety Code of Practice:
• Accident and Incident Investigations Code of Practice: