Requesting Space

Requests for additional research space follow the process outlined below:

1. The department or individual submits a space request that includes the purpose of the additional space (e.g., additional equipment, bench space, personnel, etc.), Requirements stipulated by the funding source, utilities that will be required for the research, desired proximity to other spaces, size requirements of the equipment, description of existing research space (if any), the nature of the work that will be done in the new research space, and personnel who will be assigned to the space.
2. After the space request is received, Space Management will request an updated list of all department spaces and their occupants from the unit/department requesting space.
3. Once all research space occupants have been updated, an assessment of all department research spaces will be done to understand if there are any research spaces already assigned to the department or individual that can meet the needs stated in the request.
4. If existing spaces cannot meet needs in the request, Space Management may recommend that additional research space be allocated. That recommendation may not necessarily be the same spaces that are specifically requested by the individual or department.
5. Space Management will give its recommendations to campus leadership for their final approval.
6. If campus leadership approves additional space allocation, a written agreement will be signed by the department, individual researchers, and campus leadership that states the details of the agreement.

Requests for additional office space follow the process outlined below:

1. The department or individual submits a space request detailing the employees who will be occupying the additional office space, including job title, FTE, workplace location (i.e., remote, hybrid, on-site) and the number of hours the employees will be working on campus.
2. Space Management will send the department an email request and confirm information about the employees that currently occupy the department’s office spaces. No space request will be approved until Space Management has accurate office occupancy information.
3. When the office occupant information from the requesting department is received, Space Management will validate the accuracy of the information, which may involve physically evaluating department spaces.
4. If based on KU's space standards Space Management determines that the department has enough office space to accommodate all employees, the space request will be denied. If additional office space is merited, the request will be approved and all costs associated with improvements of the space and moving into the space will be covered by the requesting department.

If your department needs more classroom space or classroom space with different features for specific courses, contact the Office of the Registrar regarding your request.

Classroom/class lab space requests for changing current classroom space follow the process outlined below:

1. Submit a space request detailing the needed changes to classroom space. Space Management will determine if there are existing spaces available that will meet the requirements, or if changing the space is merited. This assessment is important because similar work may already be planned for that space or a classroom space nearby. The assessment helps to ensure that money isn’t spent renovating redundant classroom spaces.
2. If work is needed, a work order must be submitted to Facilities Planning and Development (FPD) detailing the scope of the changes required. Space Management can recommend other spaces that may work, if another space can offer similar features.
3. Facilities Planning and Development will complete a feasibility study to determine if the required changes are possible and cost effective for the classroom space, and will provide cost estimates.
4. If the changes are approved and funding is provided (Space Management will not fund classroom improvements requested by a department), Facilities Planning and Development will determine timelines, scope and progress of the project.

Space requests for other types of spaces (e.g., storage) not detailed above often involve assessments that require inventorying and touring department space so Space Management can understand the current utilization of all department spaces before allocating more space.

The process of leasing space on campus is handled by the Office of Business & Financial Planning. Contact them at busfp@ku.edu.