Space Administration Forms

Request for Space

The Request for Space form should be submitted to the Space Administration office when there are planned additions to a unit’s programs or personnel. These requests for additional space should be submitted only after all other options have been exhausted within a unit’s dedicated space. All Request for Space forms will require approval from upper management (chair, unit head, dean or VP) prior to submitting.

This form is not intended for exploratory purposes. All requests for additional space should be critical to the unit’s continued function.

Change of Room Function

The Change of Room Function form is intended to track any planned modifications to a space that a unit occupies, where a Minor Project Request form was not submitted. For instance, if a conference room was converted to an office or a larger office was converted to a break room. While many of these modifications have been discovered during building walk-throughs, we are attempting to reduce the amount of time that passes before these alterations are discovered and recorded.

Transfer of Space

The Transfer of Space form should be submitted to the Space Administration office when a unit no longer requires the use of a room that has been assigned to them. The transferring unit may have had changes in programming or personnel that have deemed a room obsolete. Or the room in question may require a level of renovation that deems the space inoperable for its unit. Whether or not the transferring unit has identified another group to transfer the space to, we need to be notified of this development. Once the transferred space has been assigned, the unit assuming ownership will be responsible for any modifications to the space that are required.

Add a Missing Room Number

The Missing Room form allows departments to report rooms that are not present in university’s space management application or other key applications. A missing room can occur under the following two conditions:

1. Facilities Improvement/Renovation: During a facilities improvement/expansion, it is common for rooms to be created or eliminated. To reflect such changes, the Space Administration department will need to update the university’s space management application.
2. Room Classification: A room classification determines the primary function for a room based upon utilization. If a department(s) changes a room’s utilization, the Space Administration department will need to update the classification for the corresponding room.

In addition, various university’s applications (e.g. PeopleSoft OID eform) relies on the room classification to determine the available rooms based upon a specific function (e.g. conference/meeting rooms). If a room is present within the university’s space management application but does not appear in other applications, the room may need to be reclassified.