While new space request forms are a primary way to surface unit and department space needs, many Facilities offices report being inundated with requests that aren’t always fully formed. These space request forms help capture baseline space requirements, but do not necessarily force the requester to explore the actual need driving the request.
Adding a few simple questions to your space request form can push units to think more critically about their space needs and provide the space committee with vital information to comprehensively evaluate requests. What’s more, a good space request form can limit the number of requests you receive—and ensure that the requests you do get have been thought through.
The typical space request form
Most space request forms ask units to detail what space they need and why the need it. For evaluation purposes, the “why” is more important, because it helps the space committee prioritize the relative need of various requests and resolve how to best address each one. However, simply asking why a unit needs space might not get you the information you need. Asking more targeted questions on your space request form ensures you get the information necessary to evaluate a request fairly and efficiently. To get started, make sure your space request form covers four essential questions.
1. What is the unit’s current space inventory, and how well is it utilized?
Asking units to include an updated inventory of their existing space with their space request form ensures that Facilities and the space committee can evaluate the appropriateness of the request based on the unit’s existing allocation.
Rowan University will not consider any space request unless the unit’s updated inventory is attached to the request form. Not only does this give the space committee vital information to evaluate the request, it has the added benefit of helping Facilities keep its campus space inventory up to date.
See Rowan University’s space allocation guidelines and space request form
2. Has the unit attempted to locate space within its current space allocation to meet its need?
Asking the requesters to explain how they have already tried to meet their space need within existing inventory ensures departments have done their due diligence instead of relying on the space committee to figure out a solution for them. It also gives the committee a good sense of how severe the problem is. Furthermore, though it doesn’t happen often, units sometimes uncover underutilized space in the process of completing their inventory and decide they don’t need to request new space at all.
3. What are the consequences if the request is denied?
This question forces the requester to evaluate the necessity of additional space by considering how they will adapt should their request not be approved. This information can help you determine if the request is a want or a need.
4. Have the dean and department chair approved the request?
Having an academic leader sign off on requests before they are sent to the space committee helps ensure the request aligns with the institution’s academic and strategic goals. The University of Alaska Fairbanks requires the dean and the university architect to review space request forms before they reach university leaders for approval. This ensures the request is valid before any resources are devoted to formally evaluating it.
Many schools already require a dean or department chair to sign off on space request forms, but often, academic leaders can be reluctant to say no to faculty or department requests. If their only options are “yes” or “no,” they may approve requests without being able to express their concerns or hesitation. The University of Alaska Fairbanks resolves this by including a space for the reviewer to include any qualms or questions they have about the request. As a result, leaders at the University of Alaska Fairbanks can approve a request with exceptions, giving the space committee more information to review the request appropriately.