Space Reallocation and Request Process

Space Reallocation and Request Process

FGCU Space Committee Request Form

Step 1: Identify and Initiate the Request

Units must submit a request to Facilities Planning (FP) before making any changes for the following actions:

• Requests for Space
• New Construction
• Remodeling
• Renovation
• Change in Use
• New Allocation
• Reallocation

Use the FGCU Space Request Form.

Types of Requests:

• Request for New or Additional Space
  When a unit requires additional space beyond its current allocation due to a programmatic need (e.g., new program or hire), FP will review the request and determine if it needs review by the FGCU Space Committee.
• Request for Remodeling/Renovation of Existing Space
  When a unit wishes to remodel or renovate its current space, FP will assess the request and determine if it warrants review by the FGCU Space Committee.
• Request for Change in Use
  When a unit needs a change in space usage within its allocated area to meet programmatic needs, FP will review the request and determine if it requires FGCU Space Committee review.

Step 2: Submit the Request

Department or Unit Responsibilities

Units must submit a request to FP by completing the FGCU Space Committee Request Form and sending it to facplan@fgcu.edu.

On the form, the requester must provide:

• A description of the request
• Preferred completion date
• Preferred office space (if requesting space for new positions)
• List of spaces being vacated (if applicable)
• Confirmation of funding source for renovations (if applicable)
• Endorsement from the Vice President to pursue the request

Note:

• The requester must propose preferred solutions for their space needs, rather than submitting a generic request.
• Departments or programs that are expanding must identify potential office spaces before hiring or posting for new positions.
• If there is an urgent need, requests must be submitted at the time the position is posted.
• Failure to follow these guidelines will result in delays or rejection.

Step 3: Division Vice President Review

The division Vice President will either recommend or deny the space request. They may request additional analysis from FP or suggest alternative solutions. If recommended, the request is signed and submitted to FP.

Step 4: Facilities Planning Review

FP will assess all requests, conduct a needs analysis, and provide recommendations for FGCU Space Committee review. The process involves:

• Reviewing the request
• Consulting with the requesting unit and visiting their space
• Preparing a space needs analysis, which may include a list of required spaces
• Developing a project concept, with possible options and “test fits” to be reviewed with the unit
• Preparing a FGCU Space Committee agenda with the request, analysis, options, and recommendations

Step 5: FGCU Space Committee Review

The FGCU Space Committee reviews requests and options, making recommendations for the President’s Cabinet review. The FGCU Space Committee may:

• Recommend approval
• Reject the request
• Suggest further study and alternative solutions

If rejected, FP works with the unit to find alternatives, including leasing options. Revised requests will be presented to FGCU Space Committee.

Step 6: Final Action

Vice President of Administrative Services and Finance

Acts as the liaison between the FGCU Space Committee and the President’s Cabinet, with approval authority for minor space requests that have no impact on other program areas.

President’s Cabinet

If a request is not a minor request approved by the Vice President of Administrative Services & Finance, the President’s Cabinet will review the FGCU Space Committee’s recommendations. The President’s Cabinet may:

• Approve the request
• Reject the request
• Recommend further study or alternate solutions

If rejected, FP will work with the unit to identify alternative solutions, including leasing options. Revised requests are presented to the USC.

Roles and Responsibilities (Reference Section)

Facilities Planning (FP)

Oversees space management, including master planning, remodeling, renovation, and construction. Maintains an up-to-date inventory of campus space and administers this policy. Evaluates requests for additional space, new construction, remodeling, renovation, change in use, allocation, or reallocation. Identifies unoccupied or underutilized spaces to optimize campus space usage.

FGCU Space Committee

Serves as the body that considers space needs and recommends best uses of academic space. Utilizes established procedures to systematically evaluate current and future campus space for appropriate and efficient use in accordance with University Regulations and Policies. Provides recommendations to the Vice President of Administrative Services & Finance. Advisory in nature, not a decision-making entity.

Vice President of Administrative Services and Finance

Responsible for overseeing the university's space allocation program.

FGCU President’s Cabinet

Final authority regarding the use and allocation of space.