| Policy: 1-1 | Rev: 5 |
| Date: July 22, 1994 | |
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 1. Prepares a letter of
request to include the
following information:
a. Name of initiator
b. Department
c. Date that space is
required
d. Type of space re
quired (office,
classroom, labora
tory, storage, etc.)
e. Size requirements
(square feet)
f. Campus location
preferred (building)
or specific room or
area desired
g. Description of pro
posed use and justi
fication for request
h. Other requirements
2. Obtains approval signa
ture of the dean or di
rector, and forwards
request to the cognizant
vice president for review
and subsequent transmit
tal to the Office of
Space Planning and Man
agement.
OFFICE OF SPACE PLANNING
AND MANAGEMENT 3. Contacts requesting de
partment for additional
information as required.
4. Investigates possible
areas for feasibility,
appropri-ateness, con
flicting needs, etc.
5. Reviews alternative pro
posals for satisfying the
request with requesting
department.
6. 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 fur
ther immediate review is
desired, the request will
be referred to the Space
Utilization Advisory
Committee.
7. Makes recommendations to
the Office of the Vice
President for Budget and
Planning for space as
signment responsive to
the request, when accep-
table plan is identified.
OFFICE OF THE VICE
PRESIDENT FOR BUDGET
AND PLANNING 8. Under president's direc-
tion, initiates decision
letter formally assigning
space in accordance with
approved plan.
REASSIGNING SPACE IN MAJOR PERMANENT BUILDINGS (space in excess of 50% of the building)
OFFICE OF THE VICE
PRESIDENT FOR BUDGET
AND PLANNING 1. Notifies the chairman of
the Space Utilization
Advisory Committee when
space in excess of 50% of
a major permanent build
ing becomes available for
reassignment.
CHAIR, SPACE UTILIZATION
COMMITTEE 2. Calls a meeting of the
Space Utilization Advi
sory Committee. (See
official committee roster
for current committee
membership.)
Other individuals neces
sary for analysis of
specialized areas will be
invited as necessary.
SPACE UTILIZATION
ADVISORY COMMITTEE 3. Reviews requests for
building space to deter
mine possible alterna
tives for utilization of
the available space.
4. Prepares recommendations
with supportive cost data
and other analysis as
necessary.
5. Presents recommendations
to the president for
review and approval.
PRESIDENT 6. Presents recommended
reassignment to the
Building and Grounds
Committee of the Institu-
tional Council.
APPROVED: Cabinet 4/9/74