Facilities Request Form & Project Process

Facilities Request Form

Getting Started

A completed Facilities Request Form is required to begin the review process for any proposed physical space modification, renovation, relocation, furniture installation, or space classification change. Once a completed and appropriately approved Facilities Request Form is submitted, a member of the Facilities Planning, Design & Construction (FPDC) team will acknowledge receipt of the request within 24 hours. During the initial review, FPDC will verify that all required information has been provided and will notify the requestor if any additional documentation, approvals, funding information, or project details are needed before the request can proceed. Once the request is deemed complete, FPDC will coordinate the next steps in the review and project evaluation process. Most project requests require approval through the executive level to confirm both financial and programmatic support before review.

Before submitting a request, please be prepared to identify:

• The purpose and scope of the request
• The affected building and space(s)
• The source of project funding
• Whether University funding is being requested
• Department leadership support for the project

1. Project Request Intake (Required Entry Point) 

All projects begin with the submission of a completed and approved Facilities Request Form. All facility modifications, renovations, relocations, and space changes must be submitted through the Facilities Request process. Projects initiated by University Leadership or the President's Cabinet are documented by Facilities Planning, Design & Construction (FPDC) for planning, tracking, and recordkeeping purposes. Requests are reviewed for completeness before advancing to the next phase of review.

Questions?
Joanna Taylor
239-590-4711

2. Initial Review & Space Planning Evaluation 

The Facilities & Space Planning team reviews the request to ensure it is complete and consistent with university space planning objectives.

During this review, staff will:

• Evaluate the proposed use of the space
• Assess impacts to adjacent spaces and building operations
• Verify alignment with campus space planning standards
• Determine whether additional review is required

If no space-related concerns are identified, the request advances to Project Management.

3. Space Committee Review (When Required)

Some requests require review by the University Space Committee.

Examples may include:

• Changes in space function or classification
• Significant reallocations of campus space
• Requests affecting institutional space planning priorities

Projects involving space classification changes must receive appropriate approvals before moving forward.

Questions?
Collin Noel
239-590-7409

4. Project Management Assignment

After all required reviews have been completed:

• The request is entered into the FPDC Project Tracker.
• A project folder is created within the official FPDC project records system.
• A Project Manager is assigned based on workload, project complexity, and expertise.
• The assigned Project Manager will contact the project Point of Contact (POC) to schedule an initial site walk-through and discuss project requirements, expectations, schedule considerations, and potential impacts.
• Project status is tracked and updated throughout the project lifecycle.

Questions?
Miguel Rodriguez
239-590-1103

5. Furniture Requests

New furniture requests follow the same general process with modified approval requirements. Our goal is to provide a transparent, collaborative, and efficient process that supports the University's academic, research, operational, and student success initiatives.

For furniture-only requests:

• Approval through the Director or Dean level is typically sufficient.
• All other Facilities Request Form fields must be completed.
• The funding source must be identified before review can begin.     
• Space impacts and installation requirements may still require evaluation by Facilities & Space Planning.

Questions?
Jon Dorsett
239-590-4256

What Happens Next?

After your request is submitted, reviewed, and assigned, FPDC will work with your department to:

• • Define project scope and requirements
  • Identify project funding and budget impacts
  • Evaluate operational impacts and space considerations
  • Develop schedules and project milestones
  • Coordinate design, procurement, and construction activities as needed
  • Communicate project updates through completion                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                       

The information submitted on the form will go directly to Facilities Planning and help us determine how your project should be managed and who will complete the work. Submission of the form is the first step in initiating any facility change on campus. Even for those projects which are ultimately performed by Physical Plant, your request begins here. Thank you, and we look forward to working with you.