Space Request Procedures at UAF
1. How to Initiate a Space Request:
All space requests must be submitted using the Space Request Form . Follow the instructions on the Google Site. Be sure to save the file to your computer, complete it, and then have the senior administrator (d ean/institute director/vice chancellor) of your unit sign it. The signed document should then be scanned to UAF-UP@alaska.edu .
All research proposals that involve changes to, additional or renovated space, as well as the installation of scientific equipment, must include a completed Space Request Form. The UAF Proposal Routing Form, Office of Sponsored Programs, provides the appropriate links.
2. Space Request Review Procedures for Senior Administrators (Deans/Institute Directors/Vice Chancellors):
In order to ensure that space requests are handled uniformly at UAF, senior administrators are encouraged to use the following procedures:
· All units are encouraged to have a space plan on file and should document their space needs in the Annual Unit Plan. The plan should address the unit’s current and anticipated (1-5 years) space needs. Units with long range goals and objectives linked to space needs will be better able to justify their space requests.
· The senior administrator evaluates all space requests. If the request can be met by reassigning space within the unit’s area, the senior administrator can approve and implement the change, providing it does not involve a modification to the space or installation of large scientific equipment. The University Planner should be advised of any changes in order to update the space database.
· If the unit is unable to find space in its assigned area, the senior administrator must file a formal request using the Space Request Form . The University Planner will review the request and contact the requestor to discuss options. In most cases, a space audit will be conducted to insure that all of the unit’s assigned space is being used appropriately. If the assigned space can be reconfigured to meet the space request, the unit will be required to make the changes. No new space will be assigned.
· If the audit reveals that additional space is required, UP will work with the unit to identify potential space. If space cannot be identified, the unit may have to modify its plans. If new space can be identified, units affected by the proposed space assignment will be advised of the potential reassignment and asked for their input. The respective unit senior administrators will negotiate the space reassignment with the University Planner. In the event that the units involved cannot come to an agreement, the Provost will make the final determination on the reassignment. If the space involves units other than academic, the appropriate senior level administrator and the Provost will make the final decision.
Please note that the identification and assignment of additional space can take as long as six months to a year and sometimes longer depending upon the circumstances. Additional space is not guaranteed, even when there is a clearly demonstrated need.
3. Costs associated with moves, reassignments, temporary space, etc.
1) Moves within units:
When space is reassigned by and within a unit, the unit is responsible for most of the costs associated with the move. Such costs include, but are not limited to, any re-model of the space, telephone, fax and IT hook-ups, actual moving costs, and new furnishings. Facilities Services will provide new paint and carpet, if deemed necessary.
All requests to re-model/upgrade space must go through the space request process (see 1. How to Initiate a Space Request above), including modifications that are funded through external sources (such as research projects). Regardless of the funding source, the unit can be held responsible for the costs (see 2-4 below). In the event that the university finds it necessary at some point in the future to move a unit from space that has been upgraded at cost to the unit, there is no recourse for the unit to re-coup its investment. Every effort will be made to avoid this, but changes in assignment are inevitable over time.
2) Additional space assignments:
If a unit requests and is assigned additional space outside of its currently assigned area, the unit is responsible for all costs associated with the move, as described above.
3) Temporary assignments:
Whenever a unit is displaced from its assigned space on a temporary basis due to circumstances beyond the unit’s control, the university will cover all costs associated with the move. The university will attempt to ensure that temporary space meets the minimum requirements for functionality during the relocation. However, units should not expect improved space during temporary displacement. When a unit agrees to the temporary use of its assigned space by another unit, all costs associated with the temporary use must be borne by the requestor.
4) University-mandated moves:
If senior administration determines that a unit must be reassigned to different space for programmatic, fiscal or other reasons, the university is responsible for costs associated with the move required to render the new space comparable to the previously assigned space in terms of functionality. Similar square footage may not available in some instances.