Protocol for Long-Term Space Requesting

Protocol for Long-Term Space Requesting

1. The university has developed an on-line form to support the university's goal of providing an open and visible process, through which long-term space needs can be submitted and their progress tracked, and a central clearing house for all space requests. Employees of the university who wish to submit long-term space requests for new space, space modification, relief from space compaction, or relief from fragmentation of a unit should do so using the on-line, long term space request form available at www.cwu.edu/~acadplan/request_form.html. Only requests submitted on this form will be processed.
2. The Academic Facilities Planning Office (x1893) will serve as the clearing house for all proposals - academic space, administrative space, auxiliary space, research space -- and will forward them to appropriate offices for review and comment.
3. This form replaces Form I and is intended to allow the university to electronically process and track requests.
4. This form is appropriate for use by all divisions, all locations, all types of programs (selfsupport, state-support, administrative, academic, student services, housing, etc), and all sources of funding.
5. If you have already forwarded a request that does not need to be modified AND that is already in the 10-year capital request queue, you do not need to resubmit it.
6. If you have already forwarded a request that does not need to be modified AND that is NOT in the 10-year capital request queue, please contact the academic facilities planning officer (x1893) who will work with the assistant vice president for facilities management to determine if a new request needs to be submitted.
7. If you have already forwarded a request that needs to be modified, whether or not it is in the 10-year capital request queue, please resubmit and include an explanation of the updated request.
8. This form is intended to allow members of the university community to present a brief summary of what they need. Staff from the Academic Facilities Planning Office, FMD, or the appropriate self-support authority will be in touch with requestors to develop a more detailed proposal once approvals are granted by appropriate supervisors.
9. As requests are forwarded, the Academic Facilities Planning Office will seek approvals from the principal budget authority responsible for the unit in which the request originates as well as supervisors up to and including the division level before working with requestors to develop a more detailed proposal. Approvals by PBAs and other supervisors indicate only that the project has merit; they do not indicate the priority level of the project. As funds become available to address space needs, involved administrators will be asked to prioritize requests that are in the queue from their areas.
10. All grant proposals that have implications for long-term space use on campus must be submitted through this process by the director of the Office of Research. Requests from external agencies for long-term space assignment will be submitted by the sponsoring CWU department for consideration on an as-available basis.