Space Management Policy

The university seeks to optimize our physical space inventory to promote responsible use of state assets and equity across our campus community. This policy will inform employees of the request process used to alter space assignments or request a new space assignment at the main campus location.

Date	Version Number	Change Description	Referenced Section
07/02/2026	1.0	New Document	Entire Document

 Review Process / Approval

Action:	Units	Date
Policy Review
Policy Approval

Main Campus University Employees

Applicable Space: The Space Management Policy applies to Department/Unit Office Space, Employee office space and Storage space. The process includes revisions to an existing space assignment and request for space for a new hire space assignment.

Scope of Work: Facilities staff from the Space Planning Committee will meet with the requestor to identify the space requirements. Based on the requirements, a scope of work is created with an estimated budget for the project. 

Space Request Urgency: Environmental health and safety and building code space requests will be prioritized. 

Space Planning Committee: The Space Planning Committee membership consists of knowledgeable and skilled colleagues from three departments across two divisions at the main campus. The committee members have the experience and resources to assist the department with space requests. 

1. Capital Planning Department, Administration & Finance
2. Facilities, Maintenance and Operations Department, Administration & Finance
3. Information Technology Services, Academic Affairs 

Committee Membership:

1. Assistant Director of Facilities, Chair
2. Assistant CIO/Coordinator Network Operations
3. Capital Planning & Construction Manager
4. Chief Information Officer
5. Director of Facilities & Operations

Responsibilities:

1. Review initial space planning request.
2. Meet with the requestor to capture requirements.
3. Create a scope of work, estimate project budget and define urgency.
4. The committee approves or denies the space planning request. 
5. The committee advances applicable approved requests to the Vice President for Administration & Finance.
6. The Vice President for Administration & Finance will present space requests at Presidents Cabinet meetings on a quarterly basis. The meetings will take place the month following the end of the quarter (March, June, September, December).

Presidents Cabinet Responsibilities:

1. Review recommendation from the Space Planning Committee and respective Dean/Department Head.
2. Approves or denies space planning requests.

Summary of Space Request Procedure:

1. Initial Request Submission: Requestor prepares a request for new space assignment, alternate space relocation request or reallocation of existing space. A ticket is initiated. 
2. Initial Request Review: The request is sent for review and approval to the respective Dean/Department Head. If the Dean/Department Head denies the request the ticket is closed. If approved, the ticket advances to the VP Review stage.
3. VP Review: The division VP reviews the request. If the VP denies the request the ticket is closed. If approved, the ticket advances to the Requirements Request stage.
4. Requirement Request Stage: The Space Planning Committee Facilities staff will meet with the requestor to gather space requirements. Next, space requirements are captured in a spreadsheet and attached to the ticket.
5. Scope of Work Request Stage: The Space Planning Committee reviews the space requirement request and prepares a scope of work and estimates a budget for the project.  A definition of space request urgency is defined. Next, the scope of work, budget information and facilities assessment are attached to the ticket.
6. Committee Review Stage: The Space Planning Committee will review the request. They will consider scope of work, estimate budget and define urgency.  
7. Review and Final Approval of Dean/Department Head: Dean/Department head will review the scope of work, estimated budget and urgency of the request for their final review. If denied, the ticket is closed.  If approved, the request will be advanced to the respective divisional Vice President.
8. VP Review: The respective divisional Vice President will review the scope of work, estimated budget and urgency of the request for their final review. If denied, the ticket is closed.  If approved, the request will be advanced to the Vice President for Administration & Finance.
9. President Cabinet Review Stage: The Vice President for Administration & Finance will present space requests to the President's Cabinet on a quarterly basis. If a request is denied, the ticket is closed.  If approved the request will return to the Space Planning Committee. 
10. Establish Priority/Timeline Stage: The Space Planning Committee will accept the executive approval by the President's Cabinet and establish a project implementation timeline balancing the project among their existing priorities.
11. Implement Space Plan Stage: The project will be implemented and the ticket will be closed upon completion. 

• Relocation/Change of Space Use Request Form

 

• SUNY Facility Programming Standards Policy
• SUNY Minor Critical Maintenance Procedure
• SUNY Plattsburgh Use of Facilities Policy (Third Parties)
• SUNY Plattsburgh Space Management Webpage

Method	Date
Campus Handbook	N/A
Faculty / Staff Digest	N/A
Student Digest	N/A
Other	N/A

There are no specific trainings identified with this policy.