Requesting, Loaning or Releasing Campus Spaces – Physical Planning, Development & Operations

Spaces

Please utilize the Space Request Form to complete a request for internal campus space. Requests are collected and reviewed by the University Space Committee (USC). Please contact Capital and Space Planning (CaSP) for assistance or if you experience any form of difficulties when submitting your request.

Campus Space Request Process

Step 1: Locate and select the Space Request Form link (above).
Step 2: The Space Control Officer (or delegate in consultation with SCO) completes the Space Request Form. The requestor of space should ensure all fields are filled in completely and with as much detail as possible to ensure swift processing of the space request.
Step 3: CaSP reviews the submitted space requests and contacts the requesting division for any necessary clarification or additional information.
Step 4: CaSP performs an analysis of the space request, gathering information such as impacted division responses, mutual agreements, or other relevant information. Gathered information is packaged and routed to the University Space Committee for review and recommendation to the committee chairs.
Step 5: The USC membership makes recommendations to the USC co-chairs regarding the status of the space request. The committee co-chairs approval the request, or make a final recommendation to the Chancellor per the delegated authority for campus space assignments and allocations.

Temporary Loan Agreements

A Temporary Loan Agreement (TLA) occurs when a department or unit provides space to another unit to meet programmatic space needs for a limited period, typically three (3) years or less. TLAs are reviewed by the University Space Committee (USC) using the same established process as other space transactions.

Submitting a TLA Request

Once divisions have reached agreement on a temporary loan of space, the division requesting the space must complete a Campus Space Request Form. The requesting division should indicate that the request is supported by a mutual agreement. Capital and Space Planning will verify this agreement with the appropriate Space Control Officers prior to USC review.

Extending a TLA

An existing Temporary Loan Agreement may be renewed by contacting Capital and Space Planning. Confirmation of a continued mutual agreement between divisions must be documented prior to extending the TLA.

Memoranda of Understanding (MOU) for Space

Memoranda of Understanding (MOUs) may not be used to allocate or loan campus space. MOUs may be used to document agreements related to ancillary space matters and may be attached to the appropriate space allocation or Temporary Loan Agreement documentation. This process requires submission of a Campus Space Request Form. Please contact Capital and Space Planning with any questions regarding appropriate use of an MOU.

Space Releases

To release underutilized space back to central campus control for reallocation, divisions should complete a Space Release Form. Space Control Officers are encouraged to regularly review their divisional space inventory and release space when there are no immediate plans for divisional or departmental use.