Frequently Asked Questions
Questions that may be useful to your search are answered below. They have been separated as best as possible into the following departmental categories:
Space Management FAQs
What is a space request?
A space request is the official method by which a unit asks for space.
Space Requst Form
When is a space request required?
A space request is required whenever a unit wants to add to or exchange its current space assignment.
Who signs a Space Request Form?
The Department Chair, Director, Manager, Dean or Assistant Dean and/or the Associate Vice President.
Who manages the space request process?
The space request process is managed by Planning and Campus Development (PCD).
How do I find out the status of a submitted space request?
For information about a pending space request please contact PCD at 505.277.9290.
How is a space request analyzed?
Many criteria are considered, including but not limited to:
- Priorities identified via the University's mission, vision and values;
- Relevance to the Campus Master Plan;
- Program needs (such as required adjacencies);
- Existence of external funding sources;
- Type of space requested (storage, surge, temporary, etc.);
- Availability;
- Space allocation measures and benchmarking.
How is a solution to a space request approved?
After PCD identifies a solution(s) in concert with the requesting unit and stakeholders and it is approved by the unit's Department Chair, Director, Manager, Dean or Assistant Dean and/or Associate Vice President, it is then presented to the Space Allocation Committee (Main Campus) or the School of Medicine Space Committee (HSC) for recommendation and approval.
Can a specific space be requested (i.e., location and/or building)?
Yes, but there is no guarantee that the specific space requested will be the solution recommended by PCD.
How long does the space request process take?
The process may take up to six (6) months, primarily because the square footage required to meet demand is many times more than the available square footage. This process may be extended or reduced, depending on "state of knowledge" about the college and the space being requested.
What happens if vacant space not assigned to the unit is occupied without a space request?
The occupant may have its belongings removed and the locks changed. The University cannot assure that the occupant will receive advance notice.
Is a space request required for leased space?
Yes. Also see the Real Estate Department for additional forms and procedures.
Is a space request needed to start a capital project?
Yes. The user must submit a Space Request Form and initiate a planning effort with PCD and have a signed Office of Capital Projects (OCP) Project Request to initiate a capital project.
Is a space request needed if a unit has its own funding source?
Yes.
Is a space request needed for a new building or addition not funded through the State Capital Projects process?
Yes. Locally-funded construction projects can be initiated with a Space Request Form and an Office of Capital Projects (OCP) Project Request Form. With more and more projects using a variety of funding sources, it has become increasingly important to establish a uniform set of processes that facilitate review of all projects on a timely basis.
What types of spaces need a space request?
All types require a space request. This could range from an open office cubicle, a suite of offices, or a new building. Often we think of only enclosed spaces, but all types of space need to be requested through this process.
Can a space request be submitted for space occupied by another department or unit?
Yes. However, the current unit must agree to relinquish the space and PCD must agree that it is an appropriate usage of the space.
Are there any charges associated with additional space?
Yes. Rental, move, construction, remodel and/or Information Technology Services costs may apply.
Can space be swapped between colleges or units?
If internal space swaps are desired, they must be approved by the Space Allocation Committee via a Space Request Form. Only one form is required; it may be accompanied by letters of support from the other Deans or Associate Vice Presidents. This is also imperative in keeping PCD's space inventory database up-to-date.
Is a space request required for surge or temporary space?
Yes.
What is surge and temporary space?
Surge space is space that a unit must surge into for 1-3 years, usually due to renovation of its current space and/or demolition of its current space prior to availability of its new space. Temporary space is space that a unit must move into for 3-5 years, usually due to extended renovation of its current space and/or demolition of its current space prior to availability of its new space. Because both are not permanent, a unit should only request minimal space needs. Most often, optimal needs will not be met; programs and personnel may need to condense and share space.
Where are Space Request Forms and Instructions located?
On our Forms & Services page.
Is assistance available for completing the form?
Yes. Contact PCD at 505.277.9290.
What if no solution is available for a space request?
The requesting unit is notified that no solution is available, and the request is cancelled or recommended for leased space. Though, the requesting unit must have funding in place to pay for lease space. If recommended for lease space, PCD will put the requesting unit in contact with the Real Estate Department at 505.277.4620.
How long does a space request remain active?
A space request remains active for six (6) months.
What is the difference between a space request and an Office of Capital Projects (OCP) Project Request?
A space request is used when a unit would like to request additional space to which it is not currently assigned.
An Office of Capital Projects (OCP) Project Request is used to identify the costs associated with the proposed modification or renovation.
I have an approved grant which has space needs; do I need to go through the space request process?
In accordance with the Grant Application process, Principal Investigators must sign-off as to whether they have adequate space to house a research grant. We would therefore assume that you have already completed a space request, obtained the appropriate approval for a planning effort, and are willing to wait up to six (6) months for your request to be administered.
If a room in my building appears to be empty and I have a need for additional space, how do I find out the status of the room assignment?
Contact PCD at 505.277.9290.
University Planning FAQs
What is a Master Plan, and how does it affect my department?
Learn about the Master Plan and UNM Planning with this slideshow
What is a Strategic Facilities Plan?
A Strategic Facilities Plan identifies the type, quantity and location of spaces needed by the department or college and contains three main components; 1) an in-depth analysis of existing facilities, 2) understanding of program growth, projected student volumes, research aspirations and 3) developing an achievable and affordable plan to meet the college’s current and future facility needs, with an outcome of achieving academic initiatives and supporting the mission and goals of the University. The plan seeks solutions between the current situations and analyzed needs. Facilities plans support SUCCESSFUL implementation of capital projects and programs.
I need a new building. How do I get it?
A project can be requested by sending a request to PCD via email. Capital Projects and annual capital requests are generally developed in association with the Provost's Office and PCD. Academic Departments should contact the Provost's Office Strategic Planner to begin the process. A PCD planner will aid the client in determining the need and scope of a project (depending on the size of the project). If necessary, a PCD project manager is assigned. A kickoff meeting is scheduled with the user and appropriate department representative, the project manager/planner and if necessary a representative from the Provost's Office to discuss the project. The planner explains the project planning process, capital process and develops the work plan. If you need help requesting a project, please contact one of our facilities planners or space managers. Link to Staff Roles and Contact Information page.
How do you get a project on the capital budget list?
Capital Outlay Planning is a continuous yearly process that identifies large, non-recurring expenditures such as the construction of a building, acquisition, repairs and campus improvements. Planning and Campus Development works closely with the Provost’s office, OCP, and campus wide stakeholders conjoining strategic facilities plans, feasibility studies and needs assessments with the UNM Master Plan to develop the 5 and 10-year Capital Outlay Plan
Can you help us use our existing space more efficiently?
PCD does help departments with space efficiency. Our staff will evaluate your current and future space needs and space utilization and will assist you in finding solutions. Link to contact page.
How do I get an ADA accessibility issue resolved?
If you have a question or concern regarding physical accessibility, please contact planning@unm.edu
Landscape Architecture
How do I donate a tree to the campus in memory of a loved one?
For information regarding donations, please visit: http://iss.unm.edu/PCD/landscape/memorial.html
Where can I find information about the history of the campus landscape?
For information about the history of the campus landscape, please visit: http://iss.unm.edu/PCD/landscape/landscape-history.html
Where can I find information about campus landscape projects?
For information about landscape projects on campus, please visit: http://iss.unm.edu/PCD/landscape/ls-projects.html
Question not here? Call 505.277.9290.