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Space Planning and Administration

Space Standards & Guidelines

4.0  PROCESS OF ALLOCATION

Any department requiring additional space should look within their current space allocation to determine if the required space can be found within their current allotment.  If unsuccessful, the department should forward the request to their dean or director.  Deans should consider space transfers between departments.  If a solution cannot be determined and if the dean or director supports the requirement for additional space, the request will be forwarded to Facilities Management.  Information concerning considerations that have been explored and corresponding results should be forwarded to Facilities Management.

Facilities Management will review the current space allotment of the department making the request.  If the department has not followed proper procedures in informing Facilities Management of all changes to space allocations and staffing levels within their department, the request for additional space will not be entertained until accurate and updated information is provided.

Facilities Management will review the space allocation within the existing department to determine if space can be re-allocated within the department to accommodate the request.  This can be accomplished by the reassignment of under-utilized space or the reassignment of any space in excess of the space standards.  This may involve renovations, if deemed the most cost-effective manner to achieve the accommodation.  The department making the request will be responsible to fund any renovations required to generate the space. 

If the steps indicated above are unsuccessful in accommodating the space request, Facilities Management will endeavor to find suitable space somewhere within the University.  If renovations or upgrading of the space is required to accommodate the intended use, the department requesting the space will be responsible for  associated costs.

If this process is unsuccessful, the department requesting the space may request to their respective vice president to have space leased.  If approved, Facilities Management will search the market for the most economical space that will meet the needs of the space requirement.  The department requiring the space will be responsible for all costs associated with the leasing of the space.

When a request for a change in the use of non-office type space is received, Facilities Management will ensure that the University personnel responsible for this space are aware of the request and that, in the event of more than one user, all users are notified.  Approval of the appropriate personnel or committee will be required for any change in use.

Space requirements for retired faculty will meet the guidelines for “Space Occupied by Retired Faculty” which is attached as Appendix ‘A’.


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