INSTRUCTIONS FOR FILLING OUT THE REQUEST FOR ADDITIONAL SPACE OR LAND FORM:

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1 INSTRUCTIONS FOR FILLING OUT THE REQUEST FOR ADDITIONAL SPACE OR LAND FORM: EXISTING SPACE, NEW CONSTRUCTION, LEASE OR PURCHASE Space is a valuable asset, often requested or needed by competing interests within the University. It is the responsibility of to be cognizant of the best and highest use of available space, and space assignments will be made according to University Space Planning Principals. Space assignments will be made by in conjunction with the Space Advisory Committee. Please Note: Changes to existing space, including the function and/or configuration of the space should also be reported to University Planning & Space Management via the Space Use Change Form. 1. A space request form must be submitted to University Planning & Space Management to request: Any space allocation that increases a unit's quantity of space including but not limited to: o Space in existing buildings; o New construction; o Acquisition by lease or rental or land purchase. 2. Please fill out the form to the best of your knowledge. If information is not immediately available, please indicate such on the form and will review when the request form is received and assist you in developing necessary information. Often the amount of space being requested will determine how much funding is required, or the available funding may determine how much space can be developed. There is often give-and-take on these issues to determine the final scope of a project. If you do not know the exact amount of space needed, you should provide the best description that you can. Perhaps a similar program somewhere else on campus or at another institution required a certain amount of area, so that could be your basis for how much space need you are projecting. Similarly, if you do not know a reasonable budget amount, using amounts from other similar projects of which you have knowledge can be a reasonable starting point for this form. Once the project is being investigated, will assist you in refining what is a reasonable amount of space and what is a reasonable budget for your project. 3. The form must be submitted with signature by the Dean or V.P. If you are an academic unit, you must obtain the Provost s signature as well. Please send your request via campus mail to planning@ohio.edu. You may also Shawna Bolin, University Planner, bolins2@ohio.edu, with any questions or concerns. Rev

2 PART 1: REQUEST FOR ADDITIONAL SPACE OR LAND: EXISTING SPACE, NEW CONSTRUCTION, LEASE OR PURCHASE SUBMITTED BY: Name: Title: Department: College or Division: Campus/County: Contact Information: DEAN OR VICE PRESIDENT APPROVAL OF REQUEST: Print name: Signature: Date FOR ACADEMIC REQUESTS ONLY: PROVOST APPROVAL OF REQUEST: Print name: Signature: Date DESCRIPTION OF NEED & TIME TABLE: Program Description: If the program currently exists, where is it located and how much space or acreage does it currently occupy? Approximately how much more square feet or acreage is needed? ( will help in identifying and clarifying magnitude once investigation is begun, this provides a rough order of magnitude starting point.) What is the reason and justification for the additional space? What are the implications to the program if the additional space is not realized? What is the approximate time table for the need to be met and what factors have led to this time table? Space/Land Request Reference: Rev

3 PART 1: PROPOSED SOLUTIONS TO MEET THE NEED: (Departments are encouraged to suggest more than one solution. Use additional pages to describe alternative solutions if necessary. Reallocation of existing space within Division or College should be explored first.) Proposed Solution # Type of Solution: (Check one or more.) Reassignment of Existing Space: New Construction: Renovation: Building and/or Land Purchase: Lease: Space sharing with another unit: Other: Has a rough idea of one-time capital and on-going operating cost been explored for this solution; if so what are those costs? Yes No ( will help in identifying and clarifying magnitude of costs once investigation is begun, this provides a rough order of magnitude starting point.) Anticipated one-time capital costs? (Examples of capital cost include cost of renovation, relocation, equipment, design and project management fees, purchase costs, appraisal fees, and environmental investigation fees.) Anticipated on-going operating costs? (Examples of on-going operation costs include utilities, maintenance, repairs, cleaning, equipment maintenance contracts, and lease payments.) Have plans to fund these costs been identified or explored? Yes No If so, what fund sources(s) will be utilized to fund capital costs? If so, what fund source(s) will be utilized to fund on-going operational costs? If space is to be vacated, is it proposed to return that space to the University for Reassignment? Yes No If not, how is the space proposed to be utilized by the Division or College? What risks could negatively impact this proposed solution? Is there any private use or private revenue anticipated in this proposed solution? Space/Land Request Reference: Rev

4 PART 1: APPROVALS FOR IMPLEMENTATION: (To be completed by University Planning & Space Management only) APPROVAL TO IMPLEMENT A SOLUTION: Description of Solution to be implemented (Described by ) Vetting and Approvals Director of Vice Provost for Academic and Budget Planning UPSM Planning Team Others Space/Land Request Reference: Rev

5 PART 2: IF REQUEST IS APPROVED BY PLANNING--- IT WILL BE TURNED INTO A PROJECT AND TRANSITIONED TO ARCHITECTURE, DESIGN AND CONSTRUCTION, OR APPROPRIATE OFFICE. Projects with a total project budget greater than $100,000, including conceptual designs, require authorization through a Project Approval Request (PAR) process. If a project is over $500K it will also require Board of Trustees approval. A PAR is considered the columniation of a project and describes the project in full detail. PAR s are developed by the assigned Project Manager and are submitted on a monthly basis to the Office of the SAVP for IT and Administrative Services by through par@ohio.edu. The Facilities Projects Approval Calendar provides guidance to Project managers for submission deadlines for PARs. This is a color coded calendar that details deadlines that must be met in order to bring a PAR forward to the CF&PC and/or the Board of Trustees. Space/Land Request Reference: Rev