Montana State University Campus

Request Space

Making a Move?

Space Management Committee

Reports and Resources

 

Mission

Space Planning is charged with the stewardship of all campus spaces and to review, maintain and analyze spaces to assist University leadership and administrative units to use MSU space assets in an efficient yet flexible manner to support the mission of the university.

What We Do

  • Integrate space planning with the Montana State University Strategic Plan
  • Balance utilization with flexibility when providing space recommendations to University decision makers
  • Provide a transparent process for space decisions and deliver credible information regarding space allocation changes
  • Identify strategies for space management and incorporate best management practices
  • Allocate campus space assets based on space planning and management policies and procedures
  • Maintain MSU Space Use Standards, Policies, Principles and Procedures and Annual Space Reports
  • Plan for existing and future space needs of MSU, including academic, research and non-academic uses
  • Manage the Space Inventory Database
  • Process space requests and assisting in campus move coordination when necessary
  • Serve in an advisory capacity to the Space Management Committee

Space Data

All space at Montana State University is owned or leased by the university and is a shared, finite resource requiring effective stewardship. Space Planning is responsible for maintaining an accurate space inventory for all owned and leased buildings. We strive for effective stewardship and accountability in managing the 38-significant state-funded buildings encompassing more than two million gross square feet.
The Space Inventory Database provides the statistical basis for many internal, local, state, and federal reports regarding campus buildings, their usage, capacity and occupants. Throughout the year, the Space Planning team conducts space audits to ensure our data is up-to-date and credible.
Our goal is to provide information that will better inform University decision making with regards to:
  • Creating balanced solutions for office, research and academic environments
  • Reducing the need for physical expansion of campus buildings;
  • Improving space utilization, flexibility, functionality and reporting:
  • Advancing utilization metrics and analytical techniques with other MSU offices
  • Improving processes for space planning and governance;
  • Creating transparent accessibility of space occupancy data.

 FAQ

How do I request space on campus?

 Fill out our Space Request Form and we will contact you to further discuss your space needs.

Why do I need approval from a Dean, Department Head, Vice President, or Provost to request space?

  • Senior administration and faculty are required to be stewards of space resources and must be informed on space requests to ensure their respective units can function effectively within the space allocated to them.
  • Costs are typically involved with a space request; therefore budgeting and funding tied to spaces and moves must be coordinated through the respective senior administration and faculty members.

What spaces are available for allocation on campus?

  • Once your Space Request is received by Space Planning, we will identify spaces that may fit your needs and review with you.
  • Space Planning is in the process of developing a comprehensive database resource revealing vacant space sufficient for departmental needs on campus.

How does Space Planning work with Space Management Committee?

  • Space Planning works in collaboration with the Space Management Committee (SMC).
  • Space Planning prepares requests that are reviewed by the SMC.
  • Requesters are given the opportunity to present to SMC; Requesters are not required to attend the SMC meeting but attendance is highly encouraged.
  • Following review, a recommendation is made by SMC to the President for approval

What types of space requests are presented to the Space Management Committee?

Space Management Committee reviews all requests that result in a significant alteration, change of occupancy, departmental move, FICM code change, or change in shared space.

How does Space Management Committee make decisions?

  • Space Management Committee (SMC) approves space requests by a majority vote. SMC may approve the request, approve the request with conditions or deny the request.
  • Space Planning prepares and presents the request to SMC.
  • SMC decisions are based on what is best for the university and relies on the University Strategic Plan for guidance.

What are Montana State University's Target Space Guidelines?

You can view MSU's Target Space Guidelines here.

Why does Space Planning audit space?

Space Planning facilitates a record of all space on campus. Auditing helps keep our records up to date and gives our department a first hand look at how other entities are organized across campus. This helps us better understand space need as requests come in.

What are you looking for when you walk a building?

Generally, our goal is to obtain the following:

  • Occupancy data (workstation count)- to determine how many people typically are utilizing a room
  • Department data- to know which department is using the room
  • Room setup- to view how the room is used and determine if our floor plans need to be updated due to structural changes
  • Room numbering- to verify that our room numbers match the physical space

Should I be worried about my department's allocated space?

Space Planning audits are meant to simply collect data to keep our database accurate. This data can be used to run utilization reports and help departments rearrange if they grow over time. It is not our goal to remove a department from their space or "search out" vacant space.

If you have concerns over your allocated space, you are welcome to reach out to us to discuss your allocation and set up a time to audit space together.