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SPACE REQUEST PROCESS

Purpose
The President has established and charged the University Space Allocation Committee (USAC) with reviewing all requests for the long-term assignment (one year or longer) of physical space in all University facilities on the Main Campus, Health Sciences Campus, TUCC, and Ambler Campus. This includes reassignment of space from one unit to another, major changes in use of space, and modifications of space that involve capital expense in excess of $50,000. Requests for routine re-allocations of existing space, such as reassignment of offices within the same department/center or dividing offices or conference rooms for increased usage that does not involve capital expense in excess of $50,000 will be reviewed by the Office of Space Management.

Process
The Office of Space Management will issue an open call for space requests three times annually. Requests can be submitted at any time, however, using the Space Request Form on TUMarketplace. Complete requests will include a written justification, including the need for the space, description of the function/mission of the requesting unit and its current space allocation, and the funding available for required renovations and associated costs for the unit's utilization of the requested space.

The Office of Space Management will review each request and make a recommendation to USAC on how to proceed. Submitted requests will be held until the USAC holds a meeting. Requests that are time sensitive should be noted as such on the Space Request Form and will be presented and discussed over email.

Committee
USAC will be co-chaired by the Senior Vice President for Construction, Facilities, and Operations and the Provost and shall consist of seven members, including the co-chairs. The Provost will appoint two members, of which one must be a Dean. The Senior Vice President for Construction, Facilities, and Operations will appoint two members. The University Architect will be the seventh member. The Office of Space Management will provide staffing for the committee.

The Office of Space Management will present all requests to USAC and provide a recommendation for how to proceed. USAC also may ask units requesting additional space to appear and present their case, and may solicit additional comments or information from other University representatives.

Upon review of the space requests, the USAC shall make a determination on how to proceed, for example: (1) approve the request and assign additional space to the requesting unit; (2) approve the request and have the requesting unit's current space reconfigured/renovated to meet the space needs; (3) reject the space request; (4) table the request for future consideration and action. Ordinarily, requests that are tabled will be placed on the agenda of the following meeting. USAC determinations shall be based upon a simple majority rule.

Space requests that are recommended for approval from the Office of Space Management shall include a Cost Estimate. In accordance with University policies, projects with capital costs exceeding $50,000 require completion of the Capital Expenditure Request form and approval by the President; and projects costing over $300,000 require approval by the Facilities Committee of the Board of Trustees and the Board itself.

Assignment & Reclassification of University Space
Upon its own initiative or at the request of the President, USAC will assign or reclassify space as necessary in accordance with strategic planning, pedagogical needs and /or appropriate business plans. USAC also shall assign space in any new facilities and in any spaces vacated by an existing use.