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Request for Renovation, New Space, or Change of Function

General Information and Procedures
(revised January 18, 2013)
 

UPPS No. 01.03.01, Space Management, sets forth responsibilities and procedures for a) the assignment and reassignment of space, b) requests for new space, c) renovation of existing space, and d) changing a room’s primary function in a building. 
 
UPPS No. 01.03.02, University Construction Policy, sets forth university policy regarding all new construction, alteration, and demolition projects administered or performed on university facilities. 
 
The Request for Renovation, New Space, or Change of Function Form that follows must be completed when A) requesting renovation of existing space or cost estimate only, B) requesting new space on campus, C) requesting a change of function of space or D) requesting assignment / reassignment of space.
 
Renovations such as carpet replacement and painting do not require approval of the Facilities Committee or President’s Cabinet unless funds are needed. If funds are needed, follow the procedures below for requesting renovation of existing space. If funds are not needed, requests for carpet replacement and painting need to be submitted using the Request for Renovation, New Space, or Change of Function Form to the Special Projects Group in the Office of Facilities Planning, Design and Construction.
 

A. PROCEDURES FOR REQUESTING RENOVATION OF EXISTING SPACE

 
  1. Requestors seeking renovation to existing space must submit the completed Request for Renovation, New Space, or Change of Function Form through the appropriate channels (e.g., director or chair, associate vice president or dean, vice president or provost) and then to the Associate Vice President for Finance and Support Services Planning (AVP). Note: Classroom renovations are addressed by the Classroom Improvements Committee, chaired by the AVP.
     
  2. The AVP will submit the request to the Assistant director of Facilities Planning, Design and Construction to develop a cost estimate. Note: For safety, accessibility, building codes, and liability reasons, the Office of Facilities Planning, Design and Construction will coordinate renovations unless the associate vice president for Facilities approves use of off-campus services.
     
  3. Once the cost estimate is received and depending on the source of funds and total cost, the AVP will present the request to either the Facilities Committee or the Provost for review and consideration. The Facilities Committee meets on the first Friday of each month and it is recommended that the requestor attend the meeting to answer questions. If the request only requires approval from the AVP and Provost, the AVP will present the request directly to the Provost. (See Approval Authority below for details).
     
  4. Approval Authority: See UPPS No. 01.03.01 (Section 07.05)
 

B. PROCEDURES FOR REQUESTING NEW SPACE ON CAMPUS

  1. After reviewing all space in their area of responsibility, those seeking new space should complete the Request for Renovation, New Space, or Change of Function Form and route through appropriate channels (director or chair, associate vice president or dean, vice president or provost) to the Associate Vice President for Finance and Support Services Planning (AVP).
     
  2. The AVP will present the request to the assistant director of Facilities Planning, Design and Construction to develop a cost estimate if renovation is requested.
     
  3. Once the cost estimate is received, or if one is not needed, the AVP will present the request to the Facilities Committee for review and consideration at their monthly meeting (first Friday of each month). It is recommended that the requestor attend the meeting to answer committee questions.
     
  4. The AVP will present all requests endorsed by the Facilities Committee to the President’s Cabinet. The President’s Cabinet will review requests and recommend approval or disapproval to the president. The president has final approval authority.
 

C. PROCEDURES FOR REQUESTING TO CHANGE FUNCTION OF SPACE

  1. Even if there is no change in ownership, requestors seeking to change space function (e.g., conference room converted to office space) must submit the completed Request for Renovation, New Space, or Change of Function Form through the appropriate channels (e.g., director or chair, associate vice president or dean, vice president or provost) and then to the Associate Vice President for Finance and Support Services Planning (AVP).
     
  2. The AVP will present the request to the Facilities Committee for review and consideration at their monthly meeting (first Friday of each month). It is recommended that the requestor attend the meeting to answer committee questions.
     
  3. The AVP will present all requests endorsed by the Facilities Committee to the President’s Cabinet.  The President’s Cabinet will review requests and recommend approval or disapproval to the president. The president has final approval authority.
 

D. PROCEDURES FOR THE ASSIGNMENT AND REASSIGNMENT OF SPACE

  1. Day-to-day responsibility for the assignment of specific spaces to individuals and uses within a department rests with the director or chair of that department. When there is no change in the room’s primary function, changes need not go to the Facilities Committee; however, the college or division must report the space assignment to the Coordinator of Facilities Inventory or submit the changes via the SAP Flexible Real Estate Management Module, within thirty days to ensure the space is properly reported on the university space inventory.
     
  2. The president, provost, vice presidents, director of Athletics and deans retain the flexibility to reassign space within their areas of responsibility to maximize use and to facilitate changes in program needs. When there is no change in the room’s primary function, changes need not go to the Facilities Committee; however, the space reassignment must be reported to the Coordinator of Facilities Inventory or the changes must be submitted via the SAP Flexible Real Estate Management Module, within thirty days to ensure the space is properly reported on the university space inventory.
     
  3. The Facilities Committee may recommend space reallocation from one college or administrative division to another, to the President’s Cabinet for review, and then for the president’s approval on the basis of campus and program priorities, the strategic and campus master plans, actual utilization, and overall need.  The Coordinator of Facilities Inventory will be notified of all changes approved by the President to ensure the space is properly reported on the university space inventory.
     
  4. The president may reassign space that is underutilized or required to address a campus priority or strategic need. The Coordinator of Facilities Inventory will be notified of all changes within thirty days to ensure the space is properly reported on the university space inventory.
     
  5. Exceptions to these items are when classrooms, laboratories, residence hall rooms, and library space are converted to some other use. In these cases, the president must approve the proposal after review and recommendation by the Facilities Committee and the President’s Cabinet.

 


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