The University of Toledo

Space Request Form

Part I.  Request for Space
Part II.  Request for Change in Occupancy
Part III.  Request for Change in Room Use

 

When to Use      Purpose     Submittal Process     Review Process     Approvals    
Notification     Flowchart     Related Issues Click to Download the Request for Change in Occupancy or Change in Room Use Form

Click to Download the Flowchart

When to Use

Part I of this form is to be completed any time there is a “Request for Space” (a request for different or additional space when a specific space has not been identified).  Part II of this form is to be completed any time there is a “Request for Change in Occupancy” (a request for a change in the departmental assignment of a room).  Part III of this form is to be completed any time there is a “Request for Change in Room Use” (a request for a change in the primary use of a room).

Purpose

To promote the efficient use of space.

To foster a coordinated approach to addressing space needs on all campuses.

To improve customer service for those making requests.

To ensure transparency and accountability in the space allocation process.

To ensure that all requests for space, requests for change in occupancy, and requests for change in room use 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 (Ohio Board of Regents, Medicare, National Science Foundation, etc.).

Submittal Process

The form should be filled in electronically and then printed for required signatures and distribution.  Attach any relevant supporting material.

• Fill in Today's Date.

For a “Request for Space” (a request for different or additional space when a specific space has not been identified):

• Complete the fields in Part I of the form.   (Attach additional sheets if necessary.)

• Obtain authorizing signatures at department level (director or department chair) and division/college level (vice president or dean).

• Submit form to Office of Architecture and Space Planning (Attn: Daniel Klett, Plant Operations Room 1422, MS #216).

• Note:  In the case of a “Request for Space” based on domino moves required by a capital project (rather than generated by the user), Facilities & Construction staff will initiate a “Request for Space” for each impacted unit, and the process will continue as outlined below.

• Complete the fields in Part II of the form, for both present and proposed room assignments.

• 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 form to Office of Space Planning (Attn:  Daniel Klett, Plant Operations Room 1422, MS #216).

For a "Request for Change in Room Use" (a request for a change in the primary use of a room):

• Complete the fields in Part III of the form, for both present use and proposed use of room.

• Obtain authorizing signatures at department level (director or department chair) and division/college level (vice president or dean).

• Submit form to Office of Architecture and Space Planning (Attn: Daniel Klett, Plant Operations Room 1422, MS #216).

 
Review Process

For all requests (involving Part I, Part II or Part III of the Space Request Form), the Office of Architecture and Space Planning will log the request and guide it through the review process.  This may involve:

• Reviewing request with Main Campus (MC) Provost’s Office, Health Science Campus (HSC) Chancellor’s Office, and University of Toledo Medical Center (UTMC) Vice President & Executive Director (as appropriate) to determine relative priority of request.

• Analyzing “Requests for Space” and proposing option(s), based on information provided by requester on Part I of form and follow-up investigation by Office of Space Planning with requester.

• Reviewing option(s) with MC Provost’s Office, HSC Chancellor’s Office, and UTMC Vice President & Executive Director (as appropriate), as well as with the requester.

• Completing Part II of form (“Request for Change in Occupancy”) for the particular space(s) involved in the accepted option developed in response to a “Request for Space”.

Approvals

The Office of Architecture Space Planning will coordinate obtaining the required approvals.

For“Request for Change in Occupancy” (Part II)or a "Request for Change in Room Use" (Part III), this involves:

• Norma Tomlinson, R.N., M.S.N., Interim  Executive Director, UTMC – approval required for all requests involving space at the UT Medical Center.

• Scott Scarborough, Ph.D., Executive Vice President for Academic Affairs and Provost – final approval required for all requests involving space on Main Campus, Scott Park Campus of Energy & Innovation, and satellite campuses associated with MC.

• Jeffrey Gold, M.D., Chancellor and Executive Vice President of Biosciences and Health Affairs, Dean of the College of Medicine and Life Sciences – final approval required for all requests involving space on Health Science Campus and satellite campuses associated with HSC.

Note:  If a space change involves a program/department associated (either geographically or administratively) with both MC and HSC, approval is required from both Scott Scarborough, Ph.D. (Provost) and Jeffrey Gold, M.D. (Chancellor).

Note:  A “Request for Space” (Part I) does not itself progress to the point of needing final approval by the Provost/Chancellor. 
It may develop into a “Request for Change in Occupancy” (Part II), which does require such final approval.

Notification

The Office of Architecture and Space Planning will notify involved parties after “Requests for Change in Occupancy” and “Requests for Change in Room Use” receive final approval by Provost, Chancellor or UTMC Executive Director.  The parties to be notified include:

• Requester

• Director/Department Chair and VP/Dean who authorized the request

• Current occupant (if different from requester)

• UT Police (for Safety, Security and Key Control)

• Information Technology (for Data and Telecommunications)

• Facilities & Construction (for Maintenance)

• Research Administration (if research space is involved)  

If a request is not approved, at any step in the process, the Office of Architecture and Space Planning will notify the requester of this action, with a brief description of why the request was not approved.

Flowchart

The flowchart diagrams the review and approval process for requesting additional/different space.  It applies specifically to Part I of the Space Request Form (“Request for Space”) and Part II of the Space Request Form (“Request for Change in Occupancy”). 

The review and approval process for Part III of the Space Request Form (“Request for Change in Room Use”) involves only the MC Provost’s Office, HSC Chancellor’s Office, and UTMC Executive Director (as appropriate).    

Related Issues

If physical alterations are required, initiate a Capital Project Request Form after the “Request for Change in Occupancy” or “Request for Change in Room Use” is approved. The Capital Project Request must be approved in its entirety before work can begin.

Moving Services: Effective January 1, 2010 all internal moving services at The University of Toledo, regardless of campus location, will be performed by Stevens Worldwide Van Lines, Inc. Go to Moving Services, now part of Purchasing Services for more information.

Phone Relocation: On Main Campus and Health Science Campus, go to Telcom website http://www.telecom.utoledo.edu/Telecom_Forms.asp for additional information. 

Computer Equipment Relocation : Send request to Information Technology using the "Help Desk" icon on your desktop or call 419.530.2400 (Main Campus or Health Science Campus).

Key Requests:  Go to Key Control website http://www.utoledo.edu/depts/police/Key_Control.html.

Click to Download the Request for Change in Occupancy or Change in Room Use Form

Click to Download the Flowchart