Space Allocation
Space Request Instructions
When to Use
- Space Request Form: Complete anytime there is a request for new or additional space when a specific
space has not been identified.
- Change in Use Form: Complete anytime there is a request for a change in the departmental assignment of
a room, or a request for change in the primary use of a room.
- Change in Classroom Classification Form: Complete anytime there is a request for a change of use of existing classroom space.
Purpose
- To promote the efficient use of University space.
- To foster a coordinated approach to addressing space needs on all campuses.
- To ensure transparency and accountability in the space allocation process.
- To ensure that all requests for space, change in occupancy, change in room use, change
in classrooms are authorized by the responsible parties.
- To ensure that the University's facilities information (building floor plans and space
inventory) is current, for internal space management purposes and for accurate reporting
to external agencies (State of Wyoming, National Science Foundation, etc.)
- To ensure compliance with UW Regulation 6-7 and Department Administrative Policy and Procedures (DAPP)
Submittal Process
The form should be filled in electronically if possible, and then printed for required
signatures and distribution. Any relevant supporting material should be attached.
For a Space Request form:
- Complete the fields in the form.
- Attach additional sheets for Section V. Reason for Request.
- Obtain authorizing signatures at department level (director or department chair) and
division/college level (vice president or dean).
For a Change in Use Form:
- Complete the fields in the form for both present and proposed room assignments.
- Attach additional sheets for Section V. Reason for Request.
- Obtain authorizing signatures at department level (director or department chair) and
division/college level (vice president or dean) - for both present and proposed room
assignments (the unit that will vacate the space and the unit that will occupy the
space).
For a Change in Classroom Classification Form:
- Complete the fields in the form for current and proposed classroom change.
- Attach additional sheets for section V. Reason for Request.
- Obtain authorizing signatures at department level (director or department chair) and
division/college level (vice president or dean) for both present and proposed room
assignments (the unit that will vacate the space and the unit that will occupy the
space).
Submit forms to Manager of Space Allocation.
Note: In the case of a “Space Request” based on "domino" moves required by a capital
project (rather than generated by the user), Real Estate Operation or UW Operations
staff will initiate a Space Request for each impacted unit, and the process will continue
as outlined below.
Review Process
For each request, the Manager of Space Allocation will log the request and guide it
through the review process. This may involve:
- Reviewing request with the Space Allocation Committee to determine relative priority
of request.
- Analyzing the space request and proposing option(s), based on information provided
by the requester listed on the form and follow-up investigation by the Manager of
Space Allocation with requester.
- Reviewing option(s) with the Space Allocation Committee as well as with the requester.
Approvals
The Manager of Space Allocation will coordinate obtaining the required approvals.
For Space Request and Change in Use forms, this requires the following signature,
as appropriate:
- Vice President of Academics for Academic requests
- Vice President of Student Affairs
- Vice President of Research
- Vice President of Administration
- Classroom Technology Services for Change in Classroom Classification Forms only
- Central Scheduling for Change in Classroom Classification Forms only
Note: If a space change involves a program/department associated (either geographically
or administratively) with multiple disciplines, multiple signatures are required.
Notification
- The Manager of Space Allocation will notify involved parties after Space Request Form,
Change in Use Form, or Change in Classroom Classification Form receive final approval
by the Space Allocation committee. The parties to be notified include:
- Requester
- Director/Department Chair and VP/Dean who authorized the request
- Current occupant (if different from requester)
- Information Technology (for Data and Telecommunications)
- Physical Plant (for Maintenance)
- Research Administration (if research space is involved)
If a request is not approved, at any step in the process, the Manager of Space Allocation
will notify the requester of this action and provide a brief description of why the
request was not approved.
InVision Application
InVision informs decisions by helping you easily decipher intricate information as
you visualize it on data-rich maps, floor plans and graphical representations.
InVision Web Application
Please Contact Wendy L. Berelson for access
Other Sources
After the Space Request, Change in Use or Change in Classroom Classification form
has been approved, please contact the following departments as needed.
