Auburn University - Project Initiation Procedure

Any department requiring additional space should look within their current space allocation to determine if the required space can be found within their current allotment. If unsuccessful, the department should complete a Project Initiation Form and forward the request to their dean or director for approval. Deans should consider space transfers between departments. If a solution cannot be determined and if the dean or director supports the requirement for additional space, the request should be forwarded to the Office of Space Planning & Management.

The Office of Space Planning & Management will review the current space allotment of the department making the request. If the department has followed proper procedures in informing t he Office of Space Planning & Management of all changes to space allocations within their department, the request for additional space will be reviewed and processed.

The Office of Space Planning & Management will review the space allocation within the existing department to determine if space can be re-allocated within the department to accommodate the request. This can be accomplished by the reassignment of under-utilized space or the reassignment of any space in excess of the space standards. This may involve renovations, if deemed the most cost-effective manner to achieve the accommodation. The department making the request will be responsible to fund any renovations required to generate the space.

If the steps indicated above are unsuccessful in accommodating the space request, t he Office of Space Planning & Management will endeavor to find suitable space somewhere within the University. If renovations or upgrading of the space is required to accommodate the intended use, the department requesting the space will be responsible for associated costs.

If the new space requirements are substantial and will involve a capital project, the user will be required to complete an Project Initiation Form (PIF) to initiate the new project process.

In general, all space assignments that require minimal changes to the University's space use will be handled between the Office of Space Planning & Management and the requestor. When major changes are requested to space assignments or conflicts occur in space assignment, input may be requested from the Provost and/or President.