All needs for change in current space use and allocations must flow through the cognizant senior administrative officer as well as Facilities Management and SSM.  SSM must approve all requests to add, relocate, change the function of, or reconfigure existing space. Examples of functional changes to space that must be approved include changing an office to a laboratory, or a classroom to an office.

Requests for space must be made to SSM on the official University Space Request Form. Use of this form will initiate SSM’s review, in conjunction with appropriate administrators, to determine the allocation or disposition of space.

Units that wish to add to, relocate from, change the function of, or reconfigure existing space will be required to submit written requests to justify the desired action. The justification on the Space Request Form should include:

• Name of the unit requesting new or expanded space, as well as the type of work that the unit performs and whether that work is currently being performed or is new to the unit;

• Number of employees included in the unit, along with a breakdown of the employees by position;

• Description of the conditions of the unit’s existing space that justify the need for the requested action;

• Particular description of the space required, including staff space, file/storage areas, conference rooms, etc.;

• In instances in which renovation or other facilities-related costs are involved, units are also required to complete and attach a Facilities Management Work Request form, showing the purpose(s) for which the space will be needed, identification of funding source(s) for any capital improvements that may be necessary, verification that sufficient funding is available to cover the costs of any increase in the employee headcount that results from facilities-related expenditures, and guidance that such funding is part of the approved University budget.

Requests must be routed through the appropriate administrative channels.

• In the case of schools and colleges, the Dean submits all space requests on the official university form to the Provost, with a copy to SSM.

• In the case of an administrative unit, the unit manager submits the request on the official university form to the senior officer for the administrative unit, with a copy to SSM.

• In the case of a student group or organization, the principal officer of the student group submits the request on the official university form to the Office of the Vice President for Student Affairs, with a copy to SSM.

Once SSM and the responsible senior officer have completed their reviews, two actions can be taken:

1. The request is denied, whereupon SSM will notify the requesting unit, with copies to the responsible senior officer, including the reason for denial of the request.

2. The request is approved, whereupon, if necessary, a cost estimates for any requested renovations or modifications is produced. This cost estimate is then reviewed by the requesting and/or funding unit for feasibility. If the requesting/funding unit wishes to proceed based on the cost estimate, work moves forward through Facilities Management to complete the request, and a copy of the notification to proceed is sent to SSM for its records.  If the requesting/funding unit decides not to proceed, a notification of that decision is to be sent to SSM for its records.

SSM keeps a log of all space requests received.  To check on the status of a current request for space, please send a detailed request, including the Facilities Work Order Number, to Space Request Status.

To obtain information on space allocated to your unit, please send a detailed request to Request for Space Management Information.

The following is a list of Use Code Definitions excerpted from the Postsecondary Education Facilities Inventory and Classification Manual.