Frequently Asked Questions - Space Request Form (SRF)
1. What is a Space Request?
A Space Request is the official method by which a unit asks for space.
2. When is a Space Request required?
A Space Request is required whenever a unit wants to add to or exchange its current space assignment.
3. Who signs a Space Request form?
The Department Chair or Director, Dean or Assistant Dean, Associate Vice Provost and the Vice Provost for Resource Planning and Management (VPRPM).
4. Who manages the Space Request process?
The Space Request process is managed by FSP’s Project Team Leader (PTL).
5. How do I find out what the status is of a space request I submitted?
For information about a pending Space Request please contact FSP at 312-413-8724.
6. How is a Space Request analyzed?
Many criteria are considered, including but not limited to:
• Priorities identified via the University’s mission.
• Priorities identified via the 2010 Strategic Thinking document
• Relevance to the UIC Master Plan
• Program needs (such as required adjacencies)
• Existence of external funding sources
• Type of space requested (storage? surge? temporary?)
• Availability
• Space allocation measures and benchmarking
7. How is a solution to a Space Request approved?
After FSP, by way of the PTL, identifies a solution(s) in concert with the requesting unit and stakeholders and it is approved by the unit’s Department Chair or Director, Dean or Assistant Dean, Associate Vice Provost. It is then presented to the East or West Side Space Planning Committee (E\WSMC) for recommendation and approval by the Provost’s Management Team (PMT).
8. Can a specific space be requested (i.e., location and / or building)?
Yes, but there is no guarantee that the specific space requested will be the solution recommended by the PTL.
9. How long does the Space Request process take?
The process may take up to 6 months primarily because the square footage required to meet demand is many times more than the available square footage. This process may be extended or reduced depending on “state of knowledge” about the college and the space being requested.
10. What happens if vacant space not assigned to the unit is occupied without a Space Request?
The occupant may have its belongings removed and the locks changed. The University cannot assure that the occupant will receive advance notice, nor can it guarantee protection of goods.
11. Is a Space Request required for leased space?
Yes. Also see OBFS-Real Estate for additional forms
12. Is a Space Request needed to start a capital project?
Yes. The user must submit a space request form and initiate a planning effort with FSP, by way of a PTL and have a signed MOU to initiate a capital project.
13. Is a Space Request needed if a unit has its own funding source?
Yes.
14. Is a Space Request needed for a new building or addition not funded through the State Capital Projects process?
Yes. Previously, locally-funded, construction projects could be initiated with an Exhibit 1 only. With more and more projects using mixed funding sources, it has become increasingly important to establish a uniform set of processes that facilitate review of all projects on a timely basis.
15. What types of spaces need a space request?
All kinds. This could range from an open office cubicle, a suite of offices, or a new building. Often we think of only enclosed spaces, but all types of space need to be requested through this process.
16. Can a Space Request be submitted for space occupied by another department or unit?
Yes. However, the current unit must agree to relinquish the space and the PTL must agree that it is an appropriate usage of the space.
17. Are there any charges associated with additional space?
Yes. Rental, move, construction, telecommunication / ACCC costs may apply.
18. Can space be swapped between colleges or units?
If internal space swaps are desired, they must be approved by the EWSMC and VPRPM via a Space Request form. Only one form is required—it may be accompanied by letters of support from the other Deans or Vice Chancellors.
19. Is a Space Request required for surge or temporary space?
Yes.
20. What is surge and temporary space?
Surge space, is space that a unit must surge into for 1-3 years—usually due to renovation of its current space and or demolition of its current space prior to availability of its new space. Temporary space, is space that a unit must move into for 3-5 years—usually due to extended renovation of its current space and or demolition of its current space prior to availability of its new space. Because both are not permanent, a unit should only request minimal space needs. Most often, optimal needs will not be met—programs and personnel may need to condense and share space.
21. Where are Space Request forms and instructions located?
Forms and instructions can be located from FSP web site under SRF.
22. Is assistance available for completing the form?
Yes. Contact FSP
23. What if no solution is available for a Space Request?
The requesting unit is notified that no solution is available and the request is cancelled or recommended for leased space. If recommended for lease space, FSP will put the requesting unit in contact with the Office of Real Estate. 312-996-8193
24. How long does a Space Request remain active?
6 months.
25. What is the difference between a Space Request and a Exhibit I Request?
A Space Request is used when a unit would like to request additional space to which it is not currently assigned.
An Exhibit I is used to identify the costs associated with the proposed modification or renovation.
26. I have an approved grant which has space needs; do I need to go through the space request process?
In accordance with the Grant Application process, Principal Investigators must sign-off as to whether they have adequate space to house a research grant. We would therefore assume that you have already completed a space request, obtained the appropriate approval for a planning effort, and are willing to wait up to 6 months for your request to be administered.
27. If a room in my building appears to be empty and I have a need for additional space, how do I find out the status of the room assignment?
Contact FSP.
The following policy has been implemented to strengthen the structure to the space request process and to facilitate fair and equitable space distribution and decision-making.
Process Overview:
Space request is initiated and, after approved by the Department Chair or Director, Dean or Assistant Dean, Associate Vice Provost and the Vice Provost for Resource Planning and Management (VPRPM), is forwarded to FSP.
• Requests from outlying academic units not falling within the aforementioned structure should be submitted through the VPRPM.
• Requests from non - VPRPM units should be submitted through the their respected Vice Chancellor.
Signed space request enters FSP
Space request falls into one of two categories, each with its specific process
• On / Off or New Construction Campus requests
• Leased space requests
On / Off or New Construction Campus requests
• FSP assigns a PTL and performs a preliminary analysis of request.
• FSP presents the results at E\WSMC.
• In the case of competing requests, FSP will perform additional preliminary analyses of requests.
• FSP will recommend a solution to the E\WSMC and the VPRPM who will in turn present a recommendation to the Provost Management Team (PMT) for approval.
• FSP executes MOU for the project.
• If no recommendation can be made within six months, the request is cancelled or recommended for leased space. This policy will apply unless the request is for surge space or replacement space for a forced move, in which case the request will remain open.
Leased Space requests
• FSP assigns a PTL who in conjunction with Real Estate and Property Management performs a preliminary analysis of request.
• FSP presents the results at E\WSMC and forwards to Real Estate and Property Management.
• If leased space is located, Real Estate and Property Management recommend a solution to the E\WSMC and the VPRPM who will in turn present a recommendation to the Provost Management Team (PMT) for approval. Pending positive approval Real Estate and Property Management executes the lease and notifies FSP so space assignment can be made.
• FSP executes MOU for the project.
• If lease space is not located, Real Estate and Property Management report findings to the E\WSMC and the VPRPM who will in turn notify the Provost Management Team (PMT).
