Procedures
Overview
Any requests dealing with space changes must be submitted and approved before any space is modified. Requests for space and for renovation of existing space must be made by submitting the Facilities Improvement Request Form to the Metro State Facilities Planner, preferably via e-mail.
Specific procedures for use of forms, requests for space and renovation, etc., will be posted in the Forms section of this Web site for reference. The SPARC Flow Chart (
19 KB) shows how the work request process works.
The majority of projects that a department or individual will request in the course of a year will fall in the category of Routine Maintenance (see first column on the Project Examples Table ( 12 KB) and will be submitted to AHEC following AHEC’s procedures for Work Orders. Requests of this type would never be seen by Metro State’s Facilities Planner or by SPARC. However, if AHEC sees a work request that they feel should be seen by our Facilities Planner, they will forward it for Metro State’s approval. When that situation occurs, the request will be treated as a General Maintenance project (see below) rather than as a Routine Maintenance project.
Projects that involve general internal maintenance, upgrades, improvements, and/or major renovations must be submitted to Metro State’s Facilities Planner using the Facilities Improvement Request Form (FIRF) (43 KB) and the associated procedures found in the Forms section of this Web site. (See General Maintenance/Improvements and Major Remodeling columns on the Project Examples Table ( 12 KB). For the time being, forms submitted by e-mail must be sent from the authorized signer’s logon. In the future, if Metro institutes a system of online signature, the SPARC procedures will be modified accordingly. If the requester chooses to submit the FIR form manually, a field for the authorized signer’s signature is on the form.
If the request submitted is larger in scope, has implications for other groups or colleges, and/or impact the strategic plan for space on the campus, the Facilities Planner will submit the request for SPARC’s consideration. After reviewing and prioritizing the request, the committee will prepare its recommendation and send the request and recommendation to the Vice President for Administration and Finance for presentation to the President and the Vice Presidents and/or the Cabinet. The second page of the FIR form has fields for SPARC and the Facilities Planner to use in tracking the progress and logging the recommendations at each step of the process.
