Procedure to Request a Space Change – approval date [TBD]

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PROCEDURE TO REQUEST A SPACE CHANGE

Procedure

Type:

Management

Initially

Approved:

December

17, 2018

Procedure

Sponsor:

President

Last Revised:

Administrative

Responsibility:

AVP, Facilities

Management

Review

Scheduled:

December

17, 2025

Approver:

Executive Leadership Team

PROCEDURES

Space is a valuable, finite resource. The purpose of the Procedure to Request a Space Change

is:

•

to promote the efficient use of Space;

•

to foster a coordinated approach to addressing Space needs;

•

to ensure transparency in the Space allocation process; and

•

accountability in the use of Space.

GENERAL

1.1

The Department of Facilities Management coordinates the intake process for the

following Space requests: new Space requests, Space renovations, and Space use

type changes (ex. changing from an office to a meeting room).

1.2

Renovation and alteration of Space is any construction that results in a change to

the internal arrangement of an existing facility in order to upgrade to a higher

standard of quality, increased efficiency or a use differing from its original purpose.

SPACE ALLOCATION CHANGES, USE TYPE CHANGES, AND MAJOR RENOVATIONS

2.1

All Space allocation changes, use type changes and Major Space Renovations must

be completed in consultation with Facilities Management when submitting a Prioritize

request or a Space Designation-Use Change form. This includes:

a. an assessment of the current use of Space in the surrounding area;

b. a review to ensure requests meet the University’s Space Standards; and

c. an alternate options assessment to ensure responsible use of Space and funds.

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2.2

Space Designation-Use Change Requests

The Space Designation-Use Change Request form is used to change the use type of the

Space (e.g.: from an office to a meeting room). Any employee may complete this form which

requires approval from the Associate Vice-President, Facilities Management, as well as the

requester’s Divisional Vice-President. The following criteria must apply when submitting this

form:

a. The request is for a change to an area that is already within a Unit’s allocated

Space and therefore does not impact an area that has not been allocated to the

Unit.

b. No funding from the Space Planning Committee is being requested.

c. The request is for a duration of one month (30 calendar days) or longer.

2.3

Prioritize Requests

Prioritize requests are submitted by a Designated Requestor for Major Space Renovations

or changes in Space allocation. Requests are approved through the Space Planning

Committee as per Appendix I: Schedule of Space Renovations that need Renovation

Reserve Funding. If any of the following criteria apply, a Prioritize request must be submitted:

a. The request is for Space outside of the Unit’s currently allocated Space or

impacts another Unit, or

b. Funding is being requested for a renovation, move, or new furniture request, or,

c. It’s a Business and Retail Service project that affects Space (new retail or food

service etc.).

2.4

All decisions made by the Space Planning Committee will be communicated through

Facilities Management.

MINOR SPACE RENOVATIONS AND ALTERATIONS

3.1

A Unit’s Designated Requester submits a request for a Minor Space Renovation

through the University’s Integrated Workplace Management System. Information

such as the funding source (FOAP) and Signing Authority must be included when

submitting the request.

3.2

Facilities Management will review and determine if a request meets the requirements

of a Minor Space Renovation.

a. If Facilities Management determines that the request meets the criteria then a

Project Manager will complete the scoping, feasibility review, development of a

schematic design/layout and cost estimating for the renovation. Approval by the

Signing Authority is required once cost estimates are completed.

b. If Facilities Management determines that the request does not meet the criteria

of a Minor Space Renovation they will work with the Designated Requestor to

find the appropriate intake mechanism/process.

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c. Once approval has been granted for a minor renovation, the Project Manager, in

consultation with the requesting Unit, will develop the project charter and plan in

advance of executing the minor renovation.

DEFINITIONS

(1)

Designated Requester:

means someone that has been designated by a Unit to

submit requests and coordinates them on behalf of the

Unit.

(2)

Division Vice-President:

means the Vice-President to which a Unit reports.

(3)

Major Space Renovation:

Means any or all of the following:

a. Requests that have estimated construction costs

that are equal to or over $25,000;

b. Requests that require Space designation change;

c. Requests that impact other areas;

d. Requests that impact Scheduling policies;

e. Requests that require funding from the Renovation

Reserve Funds; or

f. Requests that entails construction/renovation work

that exceeds approx. 2-3 months.

(4)

Minor Space Renovation:

means:

a. Requests that have estimated construction costs

that is less than $25,000;

b. Requests that require no Space designation use

change;

c. Requests that do not impact other areas;

d. Requests that do not impact Scheduling Policies;

e. Unit funding exists;

f. Requests requiring construction or renovation work

that is less than 2-3 months to complete; or

g. Typically includes relocation of workstations, adding

power/ data for workstations / multifunctional printer

/ installation of card door access and painting

offices; and also

h. excludes any criteria of a Major Space Renovation

(5)

Prioritize:

means the software used to manage the prioritization of

eligible Space allocation and Major Space Renovation

requests.

(6)

Project Manager:

means a Facilities Management resource that

coordinates projects.

(7)

Renovation Reserve:

means a funding source managed by the Space

Planning Committee that is allocated for high priority

requests for Space changes.

(8)

Signing Authority:

means the Signing Authority as per the Signing

Authority and Contractual Obligations policy.

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(9)

Unit:

means any centre, department, division, faculty,

program or school; as well as any administrative group

of the University

(10)

University:

means Mount Royal University.

RELATED POLICIES

•

Space Management Policy

RELATED LEGISLATION

RELATED DOCUMENTS

•

Appendix I: Schedule of Space Renovations that need Renovation Reserve Funding

•

Space Planning Committee Terms of Reference

•

Space Standards

REVISION HISTORY

Date

(mm/dd/yyyy)

Description of

Change

Sections

Person who

Entered Revision

(Position Title)

Person who

Authorized

Revision

(Position Title)

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Appendix I: Schedule of Space Renovations that need Renovation Reserve Funding.

•

Approx. Dec 15 - 2018

•

Approx. Nov 15 - 2019 &

beyond

Deadline for Division/Faculty to enter proposals into Prioritize

Software and Dean/AVP to submit for review

•

Approx. Jan 15 2019

•

Approx. Dec 15 2019 &

beyond

Deadline for VPs to review and prioritize submitted proposals

•

Space Planning

Committee Meeting

(Jan/Feb)

Space Planning Committee to review proposals Submitted by VPs

for their division

•

February to March

Facilities Management will undertake the scoping phase: feasibility

review and development of scope of work, cost estimates, schematic

drawings and schedule

•

Space Planning

Committee Meeting

(April)

Space Planning Committee will review scoped proposals and

approve them based on Renovation Reserve Funds availability

•

Approx. May 15

Deadline for Division/Faculty to enter proposals into Frontline –

Prioritize Software and Dean/AVP to submit for

review

•

Approx. June 15

Deadline for VPs to review and prioritize submitted proposals

•

Space Planning

Committee Meeting

(Jun/Jul)

Space Planning Committee to review proposals Submitted by VPs

for their division

•

July to August

Facilities Management will undertake the scoping phase: feasibility

review and development of scope of work, cost estimates,

schematic drawings and schedule

•

Space Planning

Committee Meeting

(Sept/Oct)

Space Planning Committee will review scoped proposals and

approve them based on Renovation Reserve Funds availability