Space Requests

All requests for new space, significant reallocations or reassignments will be submitted via the University SPACE REQUEST FORM to the Committee for Space Management via ressp@wm.edu. There is a sample request with guidelines available. The requests will be reviewed to determine if they meet the Executive Committee Space Management criteria, the Academic and Research Planning Committee purview or for the Committee for Space Management to consider. Those appropriate requests will be forwarded to the convening authority to review, analyze and provide clear guidance and recommendation to the Provost. When the requests are compiled, each committee will have a respective agenda created and each requestor will be informed at which committee and when their request will be considered. Within 3 working days the requestor will be informed by the respective committee if their submitted request was approved, approved with modifications or denied.

Allocated vs Owning:

A reminder that no one "owns" space at the University. All space is temporarily loaned to departments via allocations of space. Those allocations can be reviewed at any time depending on initiatives and requests from the state and from the Executive team at the University.

One Office: It is the policy of the Provost that only one office is allocated to an individual and multiple offices are not permissible. Options for working in multiple venues include:
   • Hot Desking: Workspaces are completely unassigned; staff occupy them on
      a first-come, first-served basis at the start of each workday.
   • Hoteling: Workers reserve a space in advance to use temporarily on days they
      will be in the office.
   • Shelf Space: Workers assigned a space or desk with storage for multiple office
       use on campus without permanently assigned multiple Offices.

Do you need to submit a request:

If you are moving personnel in spaces that are allocated to your department, then submitting a space request to the committee is not necessary. If you report to the Dean of Arts & Sciences, and are seeking 1-2 new spaces that are allocated to another department in Arts & Sciences, then a space request is not required. If you are outside the purview of Arts & Sceinces and seeking space that is allocated to another department, then a space request is required.

If you are loaning your space to another department , then a space request is not necessary but a document outlining the loan is recommended.

Process:

All requests from Individuals should be discussed with Department Chair, Director or Supervisor.
These discussion should focus on how the request supports the University's Strategic Initiatives and and how to resolve any funding questions.
The above practices are necessary as only requests that have been properly signed will be considered. The process ensures that the request only moves forward if consent at the cabinet level is approved.

What to report to Director of Strategic Space Planning:

Anytime a space changes Department.
Anytime a space changes Space Type.
Anytime a space changes function or becomes inactive.
Anytime a space changes occupancy

Space Request Form
Primer on Necessary Information for Space request and Outline of Evaluation Process