Our Corner of Space: Let’s talk about space requests

Aug. 25, 2022

— Brittany Van Eck, space planner and leasing manager

Most commonly, the catalyst to a space request starts with an internal University of Alaska Fairbanks department or unit; any collaborations that involve space with non-UAF units should also route through me for Facilities Use Agreements, but that’s a separate process. The requesting individual/unit has a need for more space, a change in space, or the desire to change the use of the space. If this request is supported by deans or directors up to the vice chancellor or provost, a space request form should be submitted. This form asks a variety of questions, such as what space is currently assigned to the unit, how many employees work in the area, and in what ways the unit expects change. Once a form is submitted it is routed to the dean or vice chancellor for signature. Once they sign off on it, the form is routed to me and you are prompted to set up a meeting with me to discuss the request.

During our meeting my goal is to comprehensively understand the space request. These meetings typically involve a walk through of the current space so I can best understand the gaps, needs, and areas where compromise can and cannot work. If you identified another area that could work, I will also reach out to that entity to better understand their use and need of that space. If the request spans multiple vice chancellors, there is often a check in with leadership as well. Depending on the request, there may also be an analysis of the space’s ability to transform into something new and different, as well as any cost estimates. My intent is to best understand the spaces, their potential, the impact of any changes, and the needs of everyone involved.

Once all of the information is gathered, I present the request to the space planning committee. Depending on the ask, there can be a SWOT analysis, a look at how the request fits into UAF plans and goals, and a consideration of the Campus Master Plan. This group considers the request, and may ask for more information from me. If there is enough information to proceed they may approve or deny the request; if there is any disagreement there is a recommendation that is sent to the chancellor for decision.

When a decision is finalized it is documented in a memo, which outlines the reasoning for the change, the timeline and details of the change, any limitation on timing (if a request is temporary, for example), who is responsible for inputting requests, and what requests need to be made. A Facilities Services group is also notified so that they can support access and key changes, sign updates, mail delivery adjustments, and floor plan assignment documentation. This is an important step in the process and documents the change for any future questions, and gives a clear path forward for all involved.

The Space Planning Process is a new and exciting way for UAF to better understand a valuable asset to support the work we do on campus. While individual units are already managing their space, my job is to look at space from a high level perspective, across the institution. By matching up the context of space within the UAF mission to the needs of an individual unit, the space process allows UAF to better understand the needs of those using the space, track changes to ensure spaces are safe and secure, and accurately report on our space types and space use. An element of Space Planning that I’m excited to engage in is a space philosophy that serves to support our UAF community and gives each of you the tools to optimize your space. As always, I welcome any questions or comments, and I hope you all are as pumped as I am to have students back on campus, filling up all of our spaces!

Our Corner of Space is a column focused on optimizing UAF's space through the office of space planning and leasing.