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Space Requests

QuickList: Downloadable Forms (MS Word and Adobe Reader)

 

Space Request Form (DOC; PDF)

Move Guidelines (DOC, PDF)

Space Principles (PDF)

Space Request Process Chart (PDF)

 

Process and Instructions - Space Request Form (SRF)

 

As outlined in the UIC Space Principles and Process Chart, a Space Request is the official method by which a unit requests space. It is required whenever a unit wants to add to or change its current space assignment. Some examples are:

  • • New or expanding program whose space needs cannot be met in its current space assignment
    • New construction
    • Surge or temporary space

Note: for Leases and Off-Campus Space also see OBFS-Real Estate

Once FSP receives the request, the requestor is notified in writing that the request has been received, and a Facility Planning Team (FPT) initiates space planning with the requesting unit. This process is used to determine a “best case” response to the request.

Space is one of the University’s most valued resources, so relevance to the University’s mission is a key consideration in handling space requests. Because the amount of space requested far exceeds the amount of space available, units are strongly encouraged to manage their space as effectively as possible. This includes reallocating space internally.

Developing a response to a Space Request may take up to 6 months. If no suitable response can be identified during that time, the requestor is notified the request is either cancelled or leased space is recommended.

A Space Request Form must be accompanied by an Exhibit I Request for estimate if a proposed project will construct new space or renovate existing space.

 

SUPPORTING MATERIAL:

Move Guidelines (03-22-2006): click here for PDF

Space Principles (02-02-2006): click here for PDF

Space Request Process Chart (08-21-2005): click here for PDF

Frequently Asked Questions: click here

View Submitted Space Requests: click here

 

Instructions

Step 1
Please fill out the form to the best of your ability. Please review FAQ's; if you require assistance with determining which type of space(s) should be requested or how the form should be completed please contact FSP prior to submitting this request.

Downloadable SRF (MS Word and Adobe Reader)

Step 2
Once the Space Request Form is completed for an academic unit, the department chairperson or the Director must sign it for an administrative unit. The person signing may add comments regarding the request if desired. When this signature section is complete, the form must be forwarded for signature as noted in Step 3 below.

Step 3
Once the Department Chair / Director section is complete, the request form must be signed by the Dean if it is for an academic unit, or by the Assistant Vice Chancellor or Vice Chancellor if it is for an administrative unit. The person signing may add comments regarding the request if desired. When this signature section is complete, the form must be forwarded for signature as noted in Step 4 below.

Step 4
When this signature section is complete request forms for either unit type should be forwarded directly to the FSP office (click to view mailing address).

Please note: FSP will not accept requests for space that have not been submitted through and signed by the appropriate offices as outlined above. The submission to FSP of a properly signed Space Request Form does not guarantee that the space request will be granted. Signatures on the form simply indicate agreement that the space request should be analyzed by FSP.

The requesting unit will receive the following feedback throughout the space request process:

  1. Written indication will be sent to all individuals that provided signatures stating that FSP has received the form. This communication will include the Space Request Number assigned to the request and the name of a FSP team leader to which this request has been assigned.

  2. Indication that the request is complete and provides enough information to proceed with the analysis. On small requests this acknowledgment may be verbal, however on larger, more complex requests the team leader will verify in writing that the request is complete.

  3. Indication that an analysis has been completed. The analysis will either confirm the amount and type of space requested or provide modifications for consideration and negotiation. Again, on small requests this notification may be verbal, however on larger, more complex requests the planner will verify in writing that the analysis is complete.