Space Configuration: Policies & Procedures

Space configuration on Longwood University’s campus is managed by the University Space Planning and Management Committee.

The centralized policy is maintained at the following address which will open in a new window.

7211    Space Configuration Management Policy
http://www.longwood.edu/vpaf/final_policy_base/7000/7211.htm

UNIVERSITY SPACE CONFIGURATION REQUEST PROCEDURES
January 5, 2006

I. Purpose

This document provides the procedures for the request of space configuration modifications in accordance with the Space Configuration Management Policy 7211 as established by the University Space Planning and Management Committee (USPMC).  This procedure not only helps with space configuration issues, but also helps to outline the method for the program design and development of new spaces.

II. Procedures for Space Configuration Modifications:

1. Requesting Department shall determine the need to modify the configuration of the space or the design of new space as it relates to fulfilling the functions of the department.
2. An RPM-2a form, Space Configuration Modification Request, must be completed by the requesting space Operational Space Manager (OSM) and approved by the Vice President responsible for the operational management of the space involved.
3. The approved RPM-2a form is to be electronically submitted to the USPMC Staff Support personnel, Louise Waller at wallermw@longwood.edu  and any additional backup can be inter-campus mailed to Real Property Management Department, Coyner Building Room 202.
4. The request is then submitted to the USPMC.  The Committee will either disapprove the request or give its first necessary approval.
5. Requestor will be notified in writing of the decision of the USPMC.
6. If the request is approved, then the requestor will then be required to work with Capital Planning to complete the RPM – 2b form, Space Programming and Cost Outline Request Form.
7. An RPM-2b form, Space Programming and Cost Outline Request Form, must be completed by the requesting space Operational Space Manager (OSM) and approved by the Vice President responsible for the operational management of the space involved. It should be submitted in the same method that the RPM-2a form is submitted.
8. The request is then submitted to the USPMC and presented at the next meeting.  The Committee will then give its final approval of the project.
9. Requestor will be notified in writing of the decision of the USPMC.

III. Requirements for Space Configuration Modifications

1. All sections of the RPM-2a form must be completed.
2. Section II, Reason/Justification for Space Request, will describe the Department’s need for the space modification or newly designed space.
3. Section III, Request Justification, must include a detailed description of the space modifications or newly designed space being requested. If the functional use of the space will be altered, that information must be also included in the justification.
4. Section IV, Date space is needed and duration of assignment.  Please list when the project must be completed and why.

IV. Requirements for Space Programming and Cost Outline

1. A copy of the approved RPM-2a, Space Configuration and Modification Request Form, must be attached.
2. All sections of the RPM-2b Request form must be completed.
3. Section II, Modification Requirements, must be completed indicating changes to electrical wiring and mechanical systems, HVAC and wall locations have been reviewed and approved by Facilities Management and changes related to technology or communications wiring have been reviewed and approved by IITS.
4. Section III, Costs, must be included at the time of submittal.

V. After Approval

1. A budget code to cover all project expenses must be identified and  sent to Capital Planning accompanied with copies of the approved RPM-2a & RPM-2b Request Forms.
2. A Project Manager will be identified by Capital Planning to oversee the approved request and to develop a time line with the help of the requestor (or their designee).
3. With the assistance of the Project Manager, a building permit must be obtained from Capital Planning.
4. Capital Planning will develop a final budget.  Upon departmental approval of this final budget the project will be bid, a construction schedule developed and the project begun.

© 2005 Longwood University