Space Request Form
Capital Planning & Project Management
Space Management
Part I: General Information and Directions
This form can be used when requesting support for a variety of space needs or changes. It applies to all UMN owned and leased facilities, both on an off campus. It also applies to all space types.
Strategic Space Planning -Use this form to document one or more long term needs that align with a strategic need or vision of the college, division or department. (2 – 10 year horizon, recruiting efforts, new program planning, 6 yr capital planning)
Space Study/Assessment -Use this form to document concerns about space utilization or habitability of space. Share goals and ideas for consolidation or redesign to help increase flexibility, efficiency, or productivity in the work place. (Utilization, Conceptual Space Planning, Feasibility-Space Use, Work +)
New Space– Use this form to document an expected or impending need for space that cannot be met within the existing college or division assignment, either is size, design or space type. Requests should be made in the form of programmatic or academic need. The planning office and design teams can collaborate with you to determine allocation of square feet.
Swing Space– Use this form to document a need for temporary space. (Displacement due to construction, temporary faculty or staff, short term program, etc.)
Release of Space – Use this form to document the official release of space from the inventory, and therefore all of the budgetary and oversight responsibilities of those spaces.
This request will be reviewed and assessed by space management and then directed to the assistant director of Space, Planning and Architecture for review and comment. If necessary, the request will be presented to the Capital Oversight Group for final recommendation.
If the request is for a renovation, cost estimate, construction, or work order, please complete a Capital Project Request Form.
Directions for Form Submission
- Complete Part I of the Form
Those seeking new space or requesting release of space from their current inventory should respond to the requested information by inserting text after each inquiry to the best of their ability. Responses will vary and additional space can be used as needed. Not every question will apply to every situation. Some questions require longer responses than others. Please feel free to contact if you need assistance or have any questions.
- If needed, verify Authorizing Space Coordinator (ASC)
Please visit to find the name of the requesting unit’s ASC.
- Obtain Signatures
A completedRequest for Space or Release of Space Formshould be routed through appropriate channels for signature approval, including the Authorizing Space Coordinator (ASC).
- Submit
Submit completed form and all supporting documentation to space management at .
Part I: To Be Completed by Requesting Unit
Requesting Unit Information
Contact Name:Click here to enter text
Phone: Click here to enter text
E-mail:Click here to enter text
College/Division: Click here to enter text
Department/Unit: Click here to enter text
Department ID: Click here to enter text
Request Type
Please check all that apply. (For example, a unit requesting space, if granted could also release existing space upon relocation.)
☐Strategic Space Planning
☐Space Study/Assessment (Utilization, Conceptual Space Planning, Feasibility-Space Use)
Current Location and Group Click here to enter text
☐New Space
Requested Start Date of New Assignment: Click here to enter text
Preferred Location Click here to enter text
☐Swing Space
If the requested space is needed on a temporary basis, identify preferred start and end dates of the assignment. (Aspace assignment is considered temporary if it is intended to be less than 3 years.)
Anticipated Start Date: __/__/____
Anticipated End Date: __/__/____
☐Release of Space
Anticipated Last Day of Assignment: __/__/___
☐Lease
For UMN group in non-UMN space, please state why non UMN space is preferred Click here to enter text
For non-UMN group in UMN space, please identify sponsor Click here to enter text
Statement of Need / Purpose / Timeline
Briefly describe the need/reason for space or space management services.
Click here to enter text
Identify timing needs (e.g., need to move during semester break, in coordination with another activity, etc.).
Click here to enter text
Other Timing Needs - Identify any other timing needs (e.g., need to move during semester break, in coordination with another activity, etc.).
Click here to enter text
Space Use/Function
Briefly describe anticipated use of space. (Instruction, Research/Grant, Administration, Storage, Other)
Click here to enter Text
Initial Space Request Information
- Describe the type(s) of space requested and the intended use. Attach a spreadsheet or other supporting materials as needed. Helpful details include:
- Room Use Description (e.g. reception, faculty or staff office, workroom, conference room, storage, teaching lab, research lab, research or teaching support space, departmental classroom, etc.).
Click here to enter text.
- Number of Occupants.
Click here to enter text.
- Type of Occupants (e.g. faculty, staff, T/A, R/A, or other non-u of MN constituents, etc.; include occupant titles and whether new hire(s) or existing employee(s), etc.).
Click here to enter text
- How does the request fit with the role and mission of the unit, college/division, and University?
Click here to enter text.
- If specific rooms are requested, please indicate building, floor and suite or room numbers.
Click here to enter text.
- List any special requirements of the space requested (e.g., location, access, equipment, adjacencies, etc.).
Click here to enter text.
- What, if any, space will be vacated if a new allocation is made?
Sponsorship
If space is to be used for a grant or award-funded program and/or costs are to be paid by the grant/award, please specify:
Grant/Award Agency:Click here to enter text.
Type of grant:Click here to enter text.
Name/Dept of PI:Click here to enter text.
Amount of grant:Click here to enter text.
Duration:Click here to enter text.
Status:Click here to enter text.
If a donor will fund (all or in part) the space request, please describe circumstances:
Click here to enter text.
Approval of Request
By signing, I confirm that the need requested above cannot be met within existing space inventory in my college or administrative unit, and acknowledge that an increase in space brings with it a commensurate increase in expense.
Signature of Authorizing Space Coordinator:
Printed Name: Click here to enter text.
Date of Approval: _____/_____/_____
Signature of Chair or Director:
Printed Name: Click here to enter text.
Date of Approval: _____/_____/_____
Signature of Dean/Vice President/Vice Provost:
Printed Name:
Date of Approval: _____/_____/_____
Send completed form and all attachments to: .
University Space Planning Action
Received by University Space Planner; Date: _____ / _____ /_____
Notes:Click here to enter text
Planner: Click here to enter text
Part II:To be completed by Space Management Staff
Follow Up Information
- In what way is the current space inadequate for the identified need?
.Click here to enter text.
- What are the benefits (programmatic, financial, etc.) that will occur as a result of having the request granted?
Click here to enter text.
- What will be the negative impact of not being assigned this request?
Click here to enter text.
- How will any move, renovation or vacancy costs be paid? [Note: If using grant/award money, please confirm that this is an approved use of the funds and the maximum amount available]
Click here to enter text.
- Have temporary arrangements been made to use any existing space for the requested purpose? If so, please explain.
Click here to enter text.
- Provide assurance that all avenues to solve this space requirement within existing space have been explored. List specific solutions explored and reason(s) for insufficiency. For example, has the department/division/college considered maximizing under-utilized space to solve this need?
- Has the department/division or college re-evaluated space assigned to lower priority initiatives?
- What possibilities for shared space have been explored?
Click here to enter text.
- Is the request for a non-UMN group, program or service? No
If so, please briefly name and describe relationship of requesting unit to the intended non-UMN user group.
Click here to enter text.
Supporting Documentation
Please list here any additional documentation, such as floor plans, a staffing spreadsheet, a functional spreadsheet, organizational chart, and/or other documentation that will be attached for review.
Click here to enter text.
For Release of Spaceplease submit a completed Space Release Checklist found at this location spacemanagement.umn.edu
Imagine, Plan, & Build
Places that Inspire.Rev: 8/2015