St. Cloud State University Policies & Procedures

Section 1. Request and Assignment Process

1. All requests for space assignments must be submitted to the Office of Facilities Management using the standard Space Request Form.
2. This form will be used to allocate individual offices, labs or specialized work areas, as well as space for programs or departments.
3. The Office of Facilities Management will review requests and make assignments based on availability, need, and alignment with the allocation principles. 
4. Among the allocation principles will be conformance with prior university administrative decisions to honor accommodation requests or similar location restrictions.
5. In cases of limited availability, priority will be given based on the criticality of the role, the strategic importance of the function and the nexus between the function and the need for space.

Section 2. Reassignment and Relocation

1. The University reserves the right to reassign or relocate office spaces to optimize space utilization and support institutional needs.
2. Affected individuals will be given a minimum of 30 days' notice before any reassignment or relocation, except in cases of emergency.

Section 3. Relinquishing Space

1. If a program, service, grant, or work assignment ends, the space shall be vacated using the Space Check-Out process. 
2. The space will transfer to Facilities Management and may either be immediately reassigned to fulfill a new space request, or it will be held in “Space Asset Reserves” until it is reassigned.

Section 4. Shared Office Spaces

1. Shared office spaces will be assigned where appropriate to optimize space utilization.
2. Individuals assigned to shared spaces will be consulted to understand their work space needs and provide space that will service to the extent feasible.

Section 5. Temporary and Visiting Assignments

1. Temporary office spaces may be assigned to visiting faculty, researchers, or temporary staff as needed.
2. These assignments will be for a specified period and subject to availability and appropriate for the purpose.

Section 6. Office Space Standards

The Office of Facilities Management will develop and maintain standards for office spaces, including size, furniture, equipment, and finishes to support consistency and suitability for intended use.

Section 7. Appeals

1. Individuals who wish to appeal a space assignment decision may do so in writing to the Office of Facilities Management at facilitiesmgmt@stcloudstate.edu within 10 business days of the assignment notification.
2. Appeals will be reviewed, in consultation with appropriate University employees, officers and supervisors, and a decision will be communicated within 15 business days.

Section 8. Responsibilities

1. Supervisors or Designee
   1. Submit space requests on behalf of their faculty and staff or student organization.
   2. Communicate space assignments, transitions and changes to their faculty and staff.
   3. Initiate and manage space requests and check-out notifications.
2. Office of Facilities Management:
   1. Administer and enforce this policy.
   2. Review and process space requests.
   3. Consult with Human Resources and Equity and Access as to whether previously approved accommodations or restrictions might be impacted
   4. Maintain records of space assignments.
   5. Evaluate conformance with space standards.
   6. Communicate with Locksmith and Access Coordinators for appropriate security and access.
   7. Coordinate space check-in and check-out processes.
   8. Conduct inspections and maintain records of space conditions.
   9. Ensure timely communication with relevant parties.
3. Employees
   1. Adhere to university policies regarding space assignments, safety, security and evacuations.
   2. Complete move-in and move-out checklists.
   3. Maintain space in a safe and hygienic condition.
   4. Adhere to timelines and ensure spaces are left in good condition upon departure.
   5. Report any issues or concerns regarding the space to their supervisor or the Office of Facilities Management at facilitiesmgmt@stcloudstate.edu

Section 9. Check in/Check out Process

This process applies to all faculty, staff and administrative personnel who are assigned a working space at St. Cloud State University.

Section 10. Steps for Space Check-In

1. Assignment Notification
   1. The Office of Facilities Management reviews the request, or its proposed move, and assigns space based on availability and procedural guidelines.
   2. The Office of Facilities Management will contact Human Resources and the Office of Equity to ascertain whether past accommodations will be impacted.
   3. An assignment notification is sent to the non-academic department director or supervisor and the employee(s), including office location, key/access card details, and date the space will become available.
   4. Access and Key/Lock Coordination will take place through prior notification to the Locksmith and Access Coordinators.
2. Initiate Request
   1. The non-academic department director or supervisor submits a Space Request Form to the Office of Facilities Management (fillable form on the Facilities Management webpage).
   2. The request should include the employee’s name, position, department, and any specific office space functional needs.
   3. The Office of Facilities Management may initiate moves for one employee or for an office, department or unit.
3. Pre-Move-In Inspection
   1. The Office of Facilities Management conducts a pre-move-in inspection to confirm the space is ready, including furniture, equipment, and cleanliness.
4. Move-In Coordination
   1. The non-academic department director or supervisor coordinates the move-in date with the employee and the Office of Facilities Management.
   2. Any necessary IT and facilities setup (e.g., phone, computer, internet) is arranged between the non-academic department director or supervisor's designee and their IT technician.
   3. The non-academic department director or supervisor's designee submits a Key Request for Access and Key/Lock coordination.
5. Final Move-In
   1. On the agreed move-in date, the employee collects keys/access cards from Public Safety.
   2. The employee completes the Space Move-In Checklist to confirm the condition of the space.

Section 11. Steps for Space Check-Out

1. Pre-Move-Out Inspection
   1. The Office of Facilities Management schedules a pre-move-out inspection to assess the condition of the space and identify any necessary repairs or cleaning.
2. Initiate Check-Out
   1. The non-academic department director or supervisor notifies the Office of Facilities Management of the employee’s departure or reassignment using the Space Check-Out Form.
   2. The notification should include the employee’s name, current office location, and the planned move-out date.
3. Move-Out Coordination
   1. The non-academic department director or supervisor coordinates the move-out date with the employee and the Office of Facilities Management.
   2. Employee is notified of access/key change process.
   3. The employee ensures that all personal belongings are removed and that the office is left in good condition.
   4. If there is University equipment to be removed or redeployed, the department head or supervisor shall coordinate with IT.
4. Final Move-Out
   1. On the agreed move-out date, the employee returns keys/access cards to Public Safety.
   2. The employee completes the Space Move-Out Checklist to confirm the condition of the space and return of keys/access cards.
5. Post-Move-Out Inspection
   1. The Office of Facilities Management conducts a post-move-out inspection to confirm room condition and to identify maintenance needs.
   2. Facilities Management performs maintenance and deep cleaning to ready the space for the next occupant.
6. Final Documentation
   1. The Office of Facilities Management updates records to reflect the vacated space and prepares it for reassignment.

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