Space Request (Approver Process)
Overview of the Space Request Process
Space Management at SUNY Plattsburgh
At SUNY Plattsburgh, space is a valuable, shared, and limited resource that supports the mission and operations of the university. To ensure transparency and consistency, the new Space Management Process provides a clear, centralized system for submitting, tracking, and assessing space requests through the Space Management Portal.
The process applies to several types of requests:
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New Spaces: Requesting additional space to support departmental activities or growth.
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Changes to the Structure of a Space: Requesting physical modifications such as altering walls, doors, layout, paint, lighting, etc.
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Space Use Changes: Requesting a change in a space’s function or designation (e.g., office to storage, lab to classroom).
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Office Moves: Requesting relocation of faculty or staff from one office to another.
This process ensures that all space-related decisions are data-informed, equitable, and aligned with the university’s strategic priorities.
Initial Approval Step for the Dean/Department Head
The first approval step for any space related request will go to the Dean or Department Head of the person the request is being submitted for. An email will be sent with content similar to below:
If the Dean/Department Head is already familiar with the request and wishes to immediately approve, they may go directly to the approval step, first link above.
If the Dean/Department Head wishes to review the details of the request, they may click the second link to view the specifics of the request. Once they have a good understanding of the request, they may close that window, return to the email, and then proceed to the approval step to provide their decision.
After clicking on the first link (email)
If the request is approved by the Dean/Department Head, the request will be routed to the Assistant Director of Facilities for review of scope and feasibility. If the request is deemed feasible, the Assistant Director will identify the estimated cost pertaining to the request and identify what level of urgency applies to the request. When scope and cost have been determined, the Assistant Director may meet with the requestor to review scope and identify cost reductions where possible.
Once final scope has been determined and approved by the Assistant Director, if the request is deemed urgent/high priority, it may proceed directly to implementation; otherwise, the request will be sent back to the Dean or Department Head for final approval. If there are costs associated with the request, they should be reviewed by the Dean or Department Head before a final decision is made.
The final approval step for the Dean/Department Head
Final approval step (ticket)
Assuming the request was not considered urgent/high priority, the Vice President of the division of the requesting department will also need to review and decide whether to approve or deny the request. If the Vice President approves, the request will go into queue and be reviewed at a future President's Cabinet meeting.
If the request is approved at the President's Cabinet, the request will be placed in the implementation queue for scheduling.
Vice president approval step
