Policy 3-202: Processing Requests for Campus Space
- Purpose
- To outline the method of requesting and assigning university building space.
- Policy
- Upon termination of existing use, all nonutilized office and building space automatically reverts back to the Office of the President for reassignment.
- Deans and department chairmen are not authorized to reassign space from one university department to another.
- University departments may request a hearing by the Space Utilization Committee regarding proposals for additional space which are not resolved to their satisfaction by administrative action.
- Intra-departmental changes in type of activity within a particular room or other area shall be reported to the Office of Space Planning and Management before the change is made. (Example: classroom to laboratory; laboratory to office, etc.)
- All requests that a classroom be taken out of service for other use must be approved by the Space Utilization Advisory Committee.
- Requesting and Assigning Space Procedures Outlined:
- Requestor
- Prepares a letter of request to include the following information:
- Name of initiator
- Department
- Date that space is required
- Type of space required (office, classroom, laboratory, storage, etc.)
- Size requirements(square feet)
- Campus location preferred (building) or specific room or area desired
- Description of proposed use and justification for request
- Other requirements
- Obtains approval signature of the dean or director, and forwards request to the cognizant vice president for review and subsequent transmittal to the Office of Space Planning and Management.
- Prepares a letter of request to include the following information:
- Office of Space Planning and Management
- Contacts requesting department for additional information as required.
- Investigates possible areas for feasibility, appropriateness, conflicting needs, etc.
- Reviews alternative proposals for satisfying the request with requesting department.
- Advises the requesting department when no space is available, informing them that the request will be reviewed and considered as future space becomes available; notifies the requesting department that if further immediate review is desired, the request will be referred to the Space Utilization Advisory Committee.
- Makes recommendations to the Office of the Vice President for Budget and Planning for space assignment responsive to the request, when acceptable plan is identified.
- Office of the Vice President for Budget and Planning
- Under president's direction, initiates decision letter formally assigning space in accordance with approved plan.
- Requestor
- Reassigning Space in Major Permanent Buildings (space in excess of 50% of the building)
- Office of the Vice President for Budget and Planning
- Notifies the chairman of the Space Utilization Advisory Committee when space in excess of 50% of a major permanent building becomes available for reassignment.
- Chair, Space Utilization Committee
- Calls a meeting of the Space Utilization Advisory Committee. (See official committee roster for current committee membership.)
- Other individuals necessary for analysis of specialized areas will be invited as necessary.
- Space Utilization Advisory Committee
- Reviews requests for building space to determine possible alternatives for utilization of the available space.
- Prepares recommendations with supportive cost data and other analysis as necessary.
- Presents recommendations to the president for review and approval.
- President
- Presents recommended reassignment to the Building and Grounds Committee of the Institutional Council.
- Office of the Vice President for Budget and Planning
Approved: Cabinet 4/9/74

Policy: 3-202 Rev: 5
Date: July 22, 1994
Date: July 22, 1994