Do I Need to Submit a Space Request?
| Yes (Submit Request) | No (Proceed Internally) | Inform (Report) |
|---|---|---|
| New Space: Need more square footage | Cosmetics: Paint, carpet or new furniture | Personnel Swaps: Office changes within the same division, department, or college. |
| Space Reallocation: Space changes between one College/Division to another | Events: One-time room reservations: Contact Conference & Events Service or University Events | Internal Swaps: Any space, including trading offices, classrooms, within one department, college, or division. |
| Structural Renovation or Remodel: Any renovation, IT upgrades/conversions, or physical modification, regardless or size or dollar value | Submission: Click to Inform Facilities, IT, IRAP, 911 and campus security with the correct occupant data | |
| Real Estate: Leases, property purchases (including sheds & storage unit), and sales | ||
| Use Change: Converting space types (e.g. Office > Lab/Classroom) OR multi-unit impact affecting campus operations |
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.