Do I Need to Submit a Space Request?

Space Governance Approval is required for the following:

  • Change in footprint
  • Change in assigned square footage (increase or decrease)
  • Change in room use
  • Change in infrastructure
  • Change that triggers SCO review
  • Change in divisional user, permanent or temporary
  • Changes in IT equipment that change use, division user, infrastructure
  • Change occupancy capacity
  • Change in space utilization
  • New space assignment
  • Assignment of vacated or decommissioned space
  • Dispositions or acquisitions by lease or deed of real property (including sheds & storage units)

SUBMIT A SPACE REQUEST

Space Governance Documentation is required for:

  • Office assignment changes within a department or division

SUBMIT DOCUMENTATION

Space Governance review is exempt for:

Feasibility & Concept Consultation

Deans and Vice Chancellors may request preliminary consultation.  In partnership with the Director of Real Estate and the Director of Academic Operations, the consultation session can assess project viability and potential logistical requirements before a formal request is submitted. 

How to Submit a Space Request

Step 1: Submit a Space Request

All space requests must be submitted through the University’s centralized space request form.

Before submitting, ensure the following are complete:

  • Dean or Director approval is required for all requests.
  • Rough Order of Magnitude (ROM) cost estimate (high-level, preliminary budget estimate provided by Facility Operations) must be included: Submit an AIM work order to request ROM estimate.
  • Space requests and all supplemental documentation must be submitted no later than two weeks in advance of the meeting at which the request is to be considered. Materials submitted after this deadline will be deferred to a subsequent meeting.

Step 2: Initial Review — Space Advisory Group (SAG)

The SAG conducts the first review of all submitted requests.

Requests within SAG’s authority may be approved at this stage. Requests exceeding SAG authority are forwarded to the Space Planning Committee.

Step 3: Planning Review — Space Planning Committee (SPC)

The SPC reviews requests involving broader impacts, higher costs, or multi-departmental considerations.

  • Divisions are expected to conduct a thorough review of funding options prior to final consideration.
    • Financial Documentation: A funding form must be submitted to SPC before the scheduled meeting.
  • Department representatives should be prepared to present their proposal or remain available during the scheduled meeting to address specific inquiries

Step 4: Real Property Review — Real Property Committee (RPC)

Requests involving any of the following require review by the RPC:

  • Property purchases or dispositions
  • Leases or terminations
  • Major renovations or demolitions
  • Any matter designated by SPC as requiring higher-level oversight

Step 5: Chancellor and Board Review (as required)

In accordance with UNC System Policy, certain property actions are elevated for Chancellor, Board of Trustees, or Board of Governors approval.