Space Request Instructions
When to Use
- Space Request Form: Complete anytime there is a request for new or additional space.
- Change in Use Form: Complete anytime there is a request for a change in the primary use of a room.
- Change in Classroom Classification Form: Complete anytime there is a request for a change of classification 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. 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 three authorizing signatures: Department Head, Dean, Provost.
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 two authorizing signatures: Department Head, Dean, or Provost.
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 three authorizing signatures: Department Head, Dean, Provost.
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.
2026 Schedule of Space Allocation Meetings & Submission Deadlines for Requests
|
Date of Meeting: |
Deadline for Submission of Complete and SIGNED |
|
January 28, 2026 |
January 20, 2026 |
|
February 25, 2026 |
February 17, 2026 |
|
April 27, 2026 |
April 17, 2026 |
|
May 27, 2026 |
May 19, 2026 |
|
June 15, 2026 |
June 5, 2026 |
|
July 22, 2026 |
July 14, 2026 |
|
August 19, 2026 |
August 11, 2026 |
|
September 30, 2026 |
September 22, 2026 |
|
October 28, 2026 |
October 20, 2026 |
|
December 2, 2026 |
November 24, 2026 |
Review Process
For each request, the Manager of Space Allocation will log the request and guide it through the review process. This may involve:
- 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.
- All requests are considered by the Space Allocation Committee which meets monthly.
Approvals
Space Requests that are approved by the Space Allocation Committee then go to the university president for final approval per UW Regulation 6-7.
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 and the university president. 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.
Space Management Viewer
The Space Management Viewer is our space management software.
Login: UWYO\(UW username) - make sure to put UWYO\ before your UW username
Password: UW Login Password
Please Contact the Space Allocation Office for access at space@uwyo.edu or 307-766-2648.
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.