How to Initiate a Space Request:

All individual requests for space must be submitted to the dean/director/senior administrator (hereafter referred to as d/d/sa) of the appropriate school/college/unit. The department chair, where appropriate, should review and approve the request prior to submitting it to the d/d/sa.

All research projects that require additional or renovated space must complete the space plan section of the UAF Proposal Routing Form (obtain the form through the Office of Sponsored Programs). Projects must have an approved space plan prior to the acceptance of funding.

Space Request Review Procedures for Deans/Directors/Senior Administrator:

In order to ensure that space requests are handled uniformly at UAF, UPO has developed the following procedures:

1) All units are encouraged to have a space plan on file with UPO. 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.

2) The d/d/sa evaluates all space requests. If the request can be met by reassigning existing space within the unit’s area, the d/d/sa will approve and implement the change. UPO will be advised of the change in order to update the UAF space inventory database.
Note: A web-based database will be coming on line during the year 2003. All units will be expected to track space assignment changes in the database on an ongoing basis.

3) If the unit is unable to find space in its assigned area, the d/d/sa has several options. First, if another unit is willing to give up space, the d/d/sa can work out an agreement with that unit. UPO should be notified of the change. Second, in buildings where a Building Committee has been formed, the d/d/sa can make a request to the committee for assistance in identifying additional space and working with the units involved. If neither of these options succeeds, the d/d/sa should complete the UPO Space Request Form (see form on this web site) and forward it to UPO. UPO will review the request and contact the d/d/sa for further details. UPO may conduct a space audit within the unit to determine if the assigned space is being used in the best possible manner. 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.

4) If an audit reveals that additional space is required, UPO will work with the unit to identify potential space. If space cannot be identified, the unit will have to meet the need using existing space. If new space can be identified, units affected by the proposed space assignment will be advised of the potential reconfiguration and asked for their input. The respective unit d/d/sa’s will negotiate the space reassignment with the director of UPO. In the event that the units involved cannot come to an agreement on the reconfiguration, 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.

5) The new space assignment will be entered into the UAF space inventory and a space assignment memo sent to the d/d/sa of the unit. The d/d/sa issues the key authorization to the new occupants.

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 Ethernet hook-ups, actual moving costs, and new furnishings. Facilities Services will provide new paint and carpet, if needed.

All requests to re-model/upgrade space must go through the Facility Modification process (see the UAF Facilities Services web page), including modifications that are funded through external sources (such as research projects). Regardless of the funding source, the unit is responsible for the costs except in the situations cited below. In the event that the university finds it necessary to move a unit from space that has been re-modeled, 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 additional space outside of its currently assigned area and space is reassigned to the unit, that unit is responsible for all costs associated with the move, as described above.

3) Temporary moves:
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 temporary relocation. However, units should not expect improved space during temporary displacement.

4) University-mandated moves:
If the senior administration at UAF 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.