Office Setup Requests
To better assist our community and provide effective communication and support, office setup requests are overseen by the Space and Project Committee. This process ensures that IT, Information Services, and other departments are notified of these changes.
Office spaces provided by the university are meant to support the university’s mission, and may be a flexible space. Accordingly, there are varying degrees of approval needed to assign a space, depending on the proposed space to be allocated.
Employees coming in to replace a vacating employee with no change to their surrounding spaces require the approval of the executive dean of a specific academic enterprise, or by the director of any non-academic department. Generally, these kinds of one-to-one assignments do not require further approval.
Any other scenario where incoming employees or department desires create the need to shuffle other employees, or proposed spaces encroach in other department areas, requires additional approval. These scenarios must be reviewed and submitted by either the executive dean of a specific academic enterprise, or by the director of any non-academic department, and include VP approval.
After obtaining this approval, the office move requests and new employee office setups are submitted via the university Office Setup Request Form.
The processes are listed below.
- The executive dean or director of the new employee’s department must approve all office allocations in his/her area of responsibility before proceeding further.
- After obtaining all necessary approvals (the approval of the executive dean of a specific academic enterprise, or the director of any non-academic department), an appropriate department representative will then fill out the Office Setup Request Form.
- The department representative will fill out an Office Key Authorization Form on behalf of the new employee.
- Office setups for new hires occur on an “as needed” basis throughout the year.
- The executive dean or director of the new employee’s department must approve all office allocations in his/her area of responsibility before proceeding further. The VP must also approve non-academic areas.
- After obtaining all necessary approvals (the approval of the executive dean of a specific academic enterprise, or the director of any non-academic department, and VP approval for non-academic areas), an appropriate department representative will then fill out the Office Setup Request Form.
- The Space and Project Committee will review and approve all requests to ensure they are in alignment with the university’s long-range space planning. The committee meets no less than monthly during the traditional academic year (from September through April) and during the summer on an “as needed” basis.
- Plant services will let the department representative know when approval has been obtained, and the department representative will fill out an Office Key Authorization Form on behalf of the new employee.
- Office setups for new hires occur on an “as needed” basis throughout the year.
- The executive dean or director of the employee’s department must approve all office allocations in his/her area of responsibility before proceeding further.
- After obtaining the approval of the executive dean of a specific academic enterprise, or by the director of any non-academic department, an appropriate department representative will enter the details of the proposed move into the Office Setup Request Form.
- The Space and Project Committee will review and approve all requests to ensure they are in alignment with the university’s long-range space planning. The committee meets no less than monthly during the traditional academic year (from September through April).
- Plant services will let the department representative know if or when approval has been obtained. If the relocation is approved, the department representative will then fill out an Office Key Authorization Form for each approved location change.
- Office relocations only occur during the winter break or during the summer. Office relocations do not occur from the end of August through the end of April (excluding winter break as previously noted).
Regarding office relocations, upon final approval, you are expected to pack all of your personal belongings. To ensure that items get to the correct destination, group-label the belongings of each office so that they are unique per office location. This can be done with colored dots or colored sheets of paper, in order to prevent items being delivered to incorrect locations.
Desks and filing cabinets do not necessarily need to be emptied for the move depending on the distance traveled and whether they are protected from the weather.
Office Setup Request Form
After the Office Setup Request Form has been completed and approval obtained from the Space and Project Committee, scheduling will be coordinated with the office setup request contact (specified on the form). Plant services will create the work orders for the furniture moves and signage updates from the information provided in the Office Setup Request Form. The affected employee will be emailed by plant services when their key is available.
The Office Setup Request Form alerts several departments to location changes or updates including the IT Service Desk, the Office of Mail Services, and Information Services.
Key Authorization Form
Please note that keys are not automatically generated and rely on submission of a completed Key Authorization Form to plant services. For the safety of the community, any old or no-longer-needed keys can be turned in at the plant services office when the new key is picked up by the employee. Because employees are responsible for their keys, keys cannot be loaned, duplicated, passed along to another employee or misused in any way.
Office Allocation Policy
Specific office locations are determined by programmatic and departmental needs, as well as current availability. University employees who are assigned an office space or cubicle are limited to that one space, university-wide.
The need for any secondary work space is met by utilizing university "Hot Desks." Hot Desk locations are designed for a professional to have a space to work while on campus or while at another university-operated facility, separate from their own assigned office space. Hot Spot locations consist of a small office or cubicle, and are equipped with a desk, chair, and power and internet connections.
Space is always at a premium and may require dual occupancy in some cases. In an effort to provide the necessary accommodations, the university does not grant individual office space for part-time or adjunct positions.
For information about office furniture, please see the Office Furniture Policy page.