Space Request Process
In alignment with the recommendations of the Space Utilization Study, which called for the development and adoption of space management policies and standards to govern the efficient use and distribution of space, the Space Governance Operational Group (SGOG) has created a space request process for Colorado College Faculty, Staff, and Administrators that will be piloted during the Academic Year 2025-2026.
This pilot process will guide the development of a comprehensive and sustainable space governance framework, including the following anticipated outcomes:
- Identifying recurring space-related needs and challenges
- Evaluating and informing the creation of clear policies and prioritization criteria
- Revealing policy gaps.
- Promoting transparency, consistency, and equity in space-related decision-making
Space Request Types Covered in the 2025–2026 Pilot
The proposed space request process is intended for lower-complexity space needs, including: - Single office moves
- Single department moves
- Renovation/Modernization of an existing space. Examples: single office renovations/modernizations to change lighting, carpet and paint. But the use of the space does not change, an office remains an office, a classroom remains a classroom.
- Changes in space use type. Examples: changing a classroom into multiple offices, changing a classroom into a lab space, changing a storage space into an office.
Multi-office or department relocations, new constructions, and full-building renovations are excluded from this pilot process. In some multi-office or departmental relocation cases, sprint teams may be formed to address the need. For assistance or to discuss complex needs, contact the Vice President/Dean/President of your division.
Process Overview
Before submitting a request, requestors must first consult with their Director/Dean and Vice President to ensure alignment and support. A space request form must be completed for each request.
Review Timeline
These review windows will allow the Space Governance Operational Group (SGOG) to assess requests within the context of broader institutional planning cycles. They will also support the development of criteria for prioritizing, approving, deferring, or denying requests. Requests may be submitted at any time, but formal reviews will occur twice annually:
- Fall Review (Block 2):
- Submission Deadline: Last day of Block 1 (Wednesday)
- Response Provided By: End of Block 2
For the pilot year (Fall 2025), the first review cycle deadline will be extended to the last day of Block 2, with responses provided by the end of Block 3.
- Spring Review (Block 6):
- Submission Deadline: Last day of Block 5 (Wednesday)
- Response Provided By: End of Block 6
Decision Pathway
After SGOG review, each request and its recommended status will be submitted to the Chief Operating Officer (COO) for final consideration. Depending on the scope and impact of the request, the COO may consult with cabinet members, the Chief Financial Officer (CFO), and/or the president before making a final decision. Requestors will be notified within the timeline noted above.