Washington and Lee University
When a specific department or area requires additional space to meet changing program needs or desires a space change to correspond with organizational changes, an initial communication (phone call or e-mail) should be made to the Assistant University Planner, Truman Payne, tpayne@wlu.edu (Ext. 8361).
The Assistant University Planner will respond and meet with the requestor, initially evaluate the request, test any options, and assist the requestor in completing the SPACE REQUEST FORM.
All requests for additional space or change in use of space must be submitted to the Assistant University Planner using the SPACE REQUEST FORM (PDF) as the formal document for the request and using the Policy as a guideline.
After initial discussions with the Assistant University Planner, a completed Space Requet Form is submitted. Any additional or supporting documentation should also be included with the request. All necessary internal reviews and required sign-offs by supervisors, deans, and/or vice-presidents should be made as part of the process and prior to submission of the request.
Examples of a change in use include, but are not limited to, turning a storage room into an office, turning an office into a conference room, and turning a faculty office into a staff office.
Requests for space changes to classrooms that are within a current department or area allocation must follow this policy, including the use of the SPACE REQUEST FORM (PDF).
These types of changes must be documented and communicated to the Assistant University Planner prior to execution.
Space reallocations within a current department or area allocations that do not result in a change of use may be made directly through the Work Order system by the department or area without using this process.
All submitted requests will be reviewed by the Assistant University Planner, University Planner, Executive Director for University Facilities, and the University Provost in communication with stakeholders related to the request. Receipt of the Space Request Form will be confirmed by the Assistant University Planner and, after the initial review period, the request will be prioritized and the requestor will be given a time frame for a response.
Standards related to space sizes, occupancy and programmatic needs can be found here. Standards are organized by space type, such as office area, and correspond with HR's Performance Development and Compensation Program Career Stages. These standards are intended to provide guidelines and a range of sizes for each space type to accommodate differences in specific buildings. The lower end of the standards should be used for new buildings or wholesale renovations. The upper end of the standards should be used for modest renovations and older, less efficient facilities. All requests for change of use of space or for additional space must be submitted to Truman Payne, Assistant University Planner (Ext. 8361) using the SPACE REQUEST FORM (PDF).