GUIDELINES TO REQUEST CONSIDERATION OF
THE NEED FOR NEW SPACE OR RENOVATION OF EXISTING SPACE
STEP 1: IDENTIFYING A SPACE NEED
 After jointly agreeing upon the need for new space or renovation of existing space
for an area/department/lab, the requester and dean/director should submit a
written request (email) to the vice president/president that concisely describes the
need and possible suggestions that could address the need (in concept)
 After review of the identified need and possible suggestions to address, if the vice
president/president concurs, s/he will review the matter with the President’s
Executive Team
 The President and Executives will consider the new need (and possible options to
address) along with those that are pending or are under consideration. If the new
need is found to warrant a feasibility study:
o The dean/director will be authorized to submit the Space Add/Revision
Request Form to the Facilities Department (see form at
http://www.shawnee.edu/offices/facilities-planning-construction).
NOTE: The submission of the Space Add/Revision Request Form will authorize the
Facilities Department to work with the involved parties to conduct a feasibility
study that will consider the stated need, the suggested option provided by the
department, whether there are alternative options that should be considered, and
an estimate of the costs to address the need.
STEP 2: SUBMIT SPACE ADD/REVISION REQUEST FORM TO FACILITIES FOR PRELIMINARY
FEASIBILITY:

Upon receipt of the completed Space Add/Revision Request form the facilities
department will:
o Coordinate a meeting with involved or affected parties to gain clarity on the
specific needs of the department
o If needed, create a preliminary sketch of the conceptual proposal in order to
more closely determine design
o Generate a project feasibility and cost estimate report based on the agreedupon preliminary design that includes at a minimum:
 Standard construction costs/sq. foot
 Standard connectivity/equipment/infrastructure costs
 Initial discussion points related to impact to other
areas/departments/services, etc.
 Feasible time table for project
 Submit cost estimate to budget office to incorporate input regarding
budget implications/availability, etc.
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
Review project feasibility and cost estimate report with Vice President
for Finance and Administration for consideration of overall financial
implications and identification of funding source
STEP 3: DETERMINATION OF PROJECT FEASIBILITY AND ACTION:


The Director of Facilities will meet with the President and Executives to review the
project feasibility and cost estimate report
The feasibility of the project will be based upon such factors as the report provided
by Facilities, the determination of necessity for program/service needs, acceptable
budget, and the identification of a funding source
o If the project is deemed feasible, the Director of Facilities will be authorized
to:
 Notify the budget office to generate a project account code and to
work with the VPF&A for the funding allocation based upon the
preliminary budget estimate to occur
 Schedule a project planning meeting with involved parties to firm up
the project needs and initiate actions to proceed with
construction/renovation and/or coordination of the parties required
for a move based upon the approved scope of work and time table
o If the project is determined not to be feasible and is rejected or deferred, the
basis for doing so will be discussed with the affected requestor(s) by the
appropriate administrator
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