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Space Request Instructions

Whenever a campus unit wants to add, alter, or exchange its space assignment, it should submit a completed SpaceRequest Form for submission to the Space Management Steering Committee.

The unit’s head, or administrator of a department, approved by the department Chair, Director, Vice President or Dean, submits a Space Request form to CPSM for review by the Steering Committee.

Note: Minor space changes such as reassignments within a department requiring no physical modifications or renovations to the space (e.g. departmental assignment changes with only routine maintenance required), do not require a Space Request. However, the office of Capital Planning and Space Management (CPSM) must be advised of these changes so the change can be reflected in the University’s physical space inve ntory database

General Information
Sections 1 through 8

Complete the Space Request Form by providing information as requested in the document. CPSM can only accept for review forms approved by a unit’s leadership as identified on the form.

Priorities
Sections 9

Nature of Request: mark the circle that corresponds to your program area. Users can provide additional information in the comments field to clarify the program area.

Category of Need: mark the circle that corresponds to the category of the need. Users can provide additional information in the comments field to clarify the nature of their need.

Description of Need
Sections 10

Users can provide information in the text field provided that describe their request.
Mark the circles that are applicable to the request.

Where specific information is requested such as dates, square footage and quantities provide information accordingly.

Text fields are provided for users to provide additional clarification if needed.

Review Process

Any request for changes in space must happen through a formal Space Request. Whenever a unit wants to add to, alter, or exchange its space assignment, it should submit a completed SpaceRequestto the Director of Downstate’s Capital Planning and Space Management (CPSM) office.

  • Step 1 - Submit Request: The campus unit’s head or administrator of a department, approved by the department Chair, Director, Vice President or Dean submits a Space Request Form to CPSM for review by the Steering Committee.
  • Capital Planning and Space Management (CPSM), a unit within the Facilities Management and Development (FM&D) division, is the administrative office responsible for ongoing tracking, planning and management of space and all capital assets. CPSM staff will also function as the primary administrative advisors to the Space Committee and Steering Committee. Steering Committee reviews requests and makes recommendation to Campus President.
  • Step 2 - Review Request: The Steering Committee will review space allocation needs and all new space allocation requests on a monthly basis and make recommendations to the President. The President (or their designee) will render a final decision, with consideration of the Space Committee’s recommendations and priorities, to approve or deny all requests.
  • Step 3 - Request Action: The Steering Committee will assess space requests against institutional priorities and makes recommendations to the President for final approval. The President retains the sole right to approve, deny, defer, or make alternate decisions in response to a request. The President may choose to delegate this authority.
  • Step 4 - Notification: After a decision, requestors will receive a letter from the CPSM office stating the outcome of their request.
  • Step 5 - Execution: Approved projects requiring some measure of construction are managed by the CPSM office, which is part of the Facilities Management and Development (FM&D) department.

Date: February 12, 2019
To: SUNY Downstate Community
From: Wayne J. Riley, M.D.
Subject: Institutional Space Planning and Policy

Space is a critical resource at any large institution. Last year at this time, I established an Institutional Space Planning and Policy Committee comprising individuals from across SUNY Downstate Medical Center and chaired by Heidi Aronin, Senior Vice President and Chief Administrative Officer. The committee’s purpose was to clarify the institution’s policies and processes around the use and allocation of campus space and to develop clear approaches to how departments and divisions request: expanded space, renovations for existing space; and/or moves to new locations.

The committee, which included members from each of our institution’s Schools and Colleges, the University Hospital of Brooklyn, the Research Foundation and a wide range of administrative departments, has worked diligently to review our existing space needs and procedures and to develop a policy that is fair, equitable and clearly delineated. They have done a terrific job clarifying an institutional approach to managing space. We are building on their recommendations to provide a clear and efficient methodology for allocating and assigning space across the campus.

Outlined below are the key elements of SUNY Downstate Medical Center’s policy on space, delineated on pages 2-3 of the Report of the Institutional Space Planning and Policy Committee:

Space Policy and Principles

  • All employees of SUNY Downstate Medical Center should be provided with clean, safe, adequate space in which they can reasonably be expected to perform their work.
  • SUNY Downstate campus space is a resource under the control and management of the President. No individual spaces, labs or areas are to be regarded as the “real property” of any school, college, department or subdivision of the SUNY Downstate Medical Center.
  • Space will be assigned with the following needs and considerations in mind:
    • Health and Safety
    • Compliance with applicable government regulations
    • Change in funding
    • Revenue generation
    • Institutional Priorities
    • Quality of life
    • Program Need
  • Assignment of space within University Hospital of Brooklyn is managed day-to-day by hospital leadership to maximize compliance, efficiency and patient satisfaction. Changes in space usage will be incorporated into the larger space review process.
  • Any change in the use of institutional space by a department or program (increase in space, reduction in space, renovation or reconfiguring of space) must be approved by the President.

Space Requests

Going forward, requests for new, expanded or modified space should be submitted to John Soraci, AVP Campus Planning, which will be reviewed by the Space Planning and Policy Steering Committee. The committee will meet monthly (or more often if required) and make recommendations to the President on space allocation decisions.

Committees

The review and support of space decisions will be managed by three committees:

Space Planning and Policy Steering Committee: Meets monthly to review and make recommendations on space requests. Chair:Heidi Aronin

Event Space Committee: Reviews and approves internal and external requests to hold events on campus. Chair: Lynne Reid-McQueen

Dynamic Learning Environment Committee: Reviews instructional space use, technology requirements and other relevant issues facilitating effective teaching. Makes recommendations for improvement. Chair: Brigitte Desport

I would like to thank the Institutional Space Planning and Policy Committee for their hard work. I believe they have given us a road map to managing space allocation decisions fairly and transparently across the SUNY Downstate campus.

 

Report of the Institutional Space Planning and Policy Committee (PDF)