Submit the Space Request/Notification form

• Per fire code compliance, the University is required to know where employees are located in case of an emergency. The Space Management Team reviews and approves Space Requests/Notifications. If a request needs to be escalated, it will be brought before the Space Management Committee to review and the Committee will make a recommendation to the Leadership Council/President.
• All requests must be signed by the College Dean/Department Director/Building Manager.
• PLEASE NOTE: Facilities Services Timelines
  1. Individual office moves need to provide a minimum of 14 days’ notice to Facilities Services.
  2. Department moves need to provide a minimum of 30 days’ notice to Facilities Services.
• Once a Space Request/Notification is approved by all parties, proceed to Occupant Responsibilities.

Occupant responsibilities:

• Keys
  1. Please return keys for the vacated space to UMPD.
  2. Submit a new Key Authorization Card for the occupant (signed by appropriate departmental designee). The occupant will need to pick up their new key from UMPD using their new key authorization card. Keys cannot be transferred between colleagues and must be returned by the person to whom they were issued. If keys are lost or not returned, please refer to the University of Montana Key Procedure.
• Work orders
  1. Submit a Work Order for any furniture that needs to be moved. The labor crew will provide moving boxes to occupants upon request.
  2. Submit UMIT Service Ticket for electronics and telephones (there will be two separate work orders – one for electronics and one for telephones). Occupants may move computers themselves for small individual moves. Large moves (departmental) will require help from UMIT. All telephones, regardless of how many, must be moved by UMIT.
  3. Submit Work Orders for any renovations that are desired, such as paint, carpentry, etc.
  4. Department indexes will be required on all work orders.
• Packing and communication
  1. All items must be labeled, whether they are being moved to the new location or to surplus. Use painter’s or masking tape to clearly indicate where items must be moved:
  a. “Building Name, Room Number” or
  b. “SURPLUS”
  
  2. Electronics Surplus
  a. Submit UMIT Service Ticket for computer towers.
  b. For all other E-Waste products, to include monitors, keyboards, small printers, etc., submit a Work Order to Electronics Recycling.
  
  3. For large departmental moves (multiple offices and employees), one person in each department needs to be designated as the communications liaison between Facilities Services and their respective department.

Facilities Services responsibilities:

• Coordinating moves between departments.
• Scheduling Facilities Services responsibilities according to occupant’s timeline.
• Communicating progress updates to communications liaison and notifying them of any changes to the schedule.
• Determine if any maintenance needs to be completed before the start date of the move. If maintenance is necessary, Facilities Services will need to communicate this information to moving departments and schedule maintenance accordingly.
• Update office assignment and space data within space management software.