Planning FAQS

• What is the Space Request Process?

  The process for handling space requests begins when a requester submits a Space Request online. This request then moves through the Sponsorship Process, to be reviewed by several entities from Department Head to EVP/CFO/Provost/President. Once Sponsored, Facilities Portfolio Management (FPM) begins processing. If the request doesn’t involve a change in use, FPM can provide Administrative Approval and update Archibus to reflect revised Department, Room Name, etc.

  If a change in use is required, FPM reaches out to gather stakeholder comments to ensure code requirements are met. If construction is needed, FPM works with the requestor to prepare a Scope Drawing which is then submitted to In-House Construction for pricing. Once pricing is approved and funding is provided, construction begins. After construction is complete, FPM can update Archibus to reflect revised Department, Room Name, Room Use, etc.

• Who can submit a Space Request?
  Space Requests must be submitted by a department head, manager, or an authorized representative who has departmental approval to request space changes.
• How do I submit a Space Request?
  Requests are submitted through the [FPM Space Request Form], located on our Facilities Portfolio Management website. This form routes through an automated Microsoft Flow for approvals and tracking.
• How long does the Space Request review process take?
  Review times vary based on complexity, but typical requests are reviewed within 2–4 weeks. More complex changes requiring renovation, real estate involvement, or executive review may take longer.
• What if my request is urgent?
  Urgent requests should still follow the formal process but can be flagged as time-sensitive. Please contact FPM Planning directly to notify us of the urgency after submitting your form.
• Who makes the final decision on space allocation?
  Final decisions are made by institutional leadership in collaboration with FPM and Business Operations & Facilities (BOF), based on institutional priorities, strategic fit, and available resources.
• What if my request is denied?

  All requestors will receive formal notification of the outcome along with an explanation and recommendations, if applicable.

  If circumstances have changed or you have additional justification, you may submit a revised request. We recommend discussing with FPM Planning first to assess feasibility.

• What if I need help completing the form or preparing my request?
  You can contact the Strategic Planning & Space Management team for guidance. We’re happy to assist you in assembling the required information or walking through the process.
• What happens if the requested space requires renovation?
  If renovation is required, FPM will coordinate with Design & Construction and Property Services. A project scope, cost estimate, and timeline will be developed before space is assigned.
• Do I need to coordinate with Real Estate or Capital Planning?
  No. The current form has been updated to focus solely on change-in-use or reassignment of internal space. Requests that fall under Real Estate or Capital Planning will be redirected as needed.
• What information is required in the Space Request Form?

  You'll need to provide:

  • Justification for the request

  • Number of personnel affected

  • Functional use of the space

  • Desired timeline

  • Any funding sources for renovation, if applicable