University Space Request Guideline

Space Request Overview

The President Advisory Group on Space (PAGS) provides comprehensive oversight of Metro State University’s portfolio of spaces that make up approximately 700,000 gross square feet. As a space advisory group to the President, members of PAGS provide thoughtful space planning that align programmatic needs with space allocations. This will ensure the University is maximizing occupancy and capacity of existing spaces by reducing underutilized spaces and promoting increased utilization across campus locations. University space allocation is the process of collecting information on how efficient and effective university buildings and rooms (owned and leased) are being utilized.

The review and maintenance of the Space Request Process is the responsibility of the Vice President for Finance and Operations/CFO.

Space Request Process

The President Advisory Group on Space (PAGS) is implementing a systematic process for considering all university requests for additional academic, student services and/or administrative spaces, or changes in use of existing spaces. This is an annual process that will be aligned with our university’s annual planning and budget processes and will allow the university to plan more strategically and ensure university resources are best allocated to support the needs of our university. Comprehensive space planning will also promote the most effective use of the University’s physical facilities. Space requests will not be accepted outside of this process. Requests for space related maintenance and repairs will continue to be submitted using the Campus Operations, Space & Facilities Requests on the University’s Service Portal.  

All university space requests will be evaluated to ensure they will provide equal access for all potential users. The university is committed to providing spaces that are welcoming and accessible to everyone and employ principles of Universal Design (UD).

Space requests will be initiated by the department desiring space modifications by completing the Space Request Form. This form will need to be approved by the appropriate Academic Dean and Vice President for the division originating the request. After submission by the deadline, the completed Space Request Form will be reviewed by PAGS which will make a recommendation to the President. PAGS members may meet with the requester as part of the review process to support the development of a recommendation.  The President will approve or deny requests. Requests that are denied may remain on the PAGS space requests list for re-evaluation for the next cycle. NOTE: Special considerations will be made for emergency/critical projects that cannot align with the published timeline.

The following criteria will be used in determining whether to recommend approval of the space request:

• Justification: The requesting department, school, or college must clearly explain why the program/need cannot be accommodated within the existing space.
• Optimal Utilization of Space: An assessment as to whether existing space occupied by the requesting department, school, or college is being used efficiently will be measured by using existing space inventory data and current space planning standards.
• Mission Alignment: How the space request needed for a department, school, or college aligns with the University’s mission and strategic goals.
• Unique/Custom Needs: A change in circumstances exists which warrants special consideration. Examples: physical space modification for accessibility or other reasons, heating, ventilation, air conditioning, electrical, special lighting, staffing needs, etc.
• Funding: Funding will be allocated through the annual budget process based on priority and availability.
• Capacity: Availability of staff resources and contracted services to complete the request.
• Flexible and adaptable space solutions: The requesting department, school, or college must clearly explain how the space request will incorporate flexible and adaptable space solutions in their space request.

Space Request Form

The Space Request Form is used to request specific space needs and changes in space use. It can include requests for:

• New/Additional Assigned Space
• Reassignment/Transfer of Space
• Changing Use and/or Function of Existing Space
• New Furniture/Furniture Reconfigures
• Off-site/Private Lease Space
• Space Modifications (Involves moving physical walls, doors, or remodeling) New Space Standards will apply to all space modifications.

The College Dean or division Vice President will approve the Space Request Form to ensure alignment with the College’s or Department’s goals, objectives, space, and financial resources. Please contact your College Dean and/or Vice President to discuss your space needs prior to starting a Space Request.

The Space Request Form collects initial information regarding your request including:

• Contact Information - Requester
• Location - Impacted Building, Floor, and Room(s)
• Scope - Defining the need (justification and usage)

Please provide as much information as you have currently. Once submitted, your request will be reviewed, and you will be contacted for further consultation if approved.

Space Request Timeline

The Space Request process will follow the timetable below for each fiscal year. The timeline represents when the request will be submitted, reviewed, and approved for the following fiscal year.

FY 25 Timeline

FY 26 and Beyond

Typical Trade Lead Times

When completing the timeline on the Space Request Form, please be aware of the typical trade lead times below.

Key factors to consider when making a space request:

• Requests that involve spaces that are part of other plans may not be considered (for example, spaces that are part of capital request or university space planning projects).
• Departmental funding will not be used for space requests/modifications.
• University classrooms modification requests are managed separately from this process.
• Space modification and requests do not originate through meet-and-confer processes.
• Requests for technology are not included in the space request process

For questions, please contact Building Services at building.services@metrostate.edu.