Frequently Asked Questions
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How do we request space?
Technically, all space at the University of Minnesota belongs to the Regents. It is allocated out to academic units — first to the AHC, then to individual schools for use in accomplishing organizational missions. The first attempt to solve a new space request will be in the academic unit of the requesting department.
A form for requesting space can be downloaded in the Space Management section. As you complete this request, please consider that new space requests often take months, sometimes years to fill since the AHC is working in a deficit of space overall. We can often help units reorganize existing space to meet increased program needs before we are able to free square footage for reassignment.
How do you get a project on the capital budget list?
The AHC Office of Finance and AHC Office of Facilities and Capital Planning work collaboratively with the Capital Oversight Group, the Central Budget Office and the AHC Dean’s Council to develop and maintain the University’s capital budget list including AHC projects. New requests are solicited annually. The first hurdle for a capital project is that the academic program and the facilities are required to meet is the program must be approved by the academic Dean of the requesting department. As a major project, such as a new building, the project must be in the Dean’s academic compact, which is developed annually with the Senior Vice President for Health Sciences. It is during these discussions that priorities are established within schools and across the AHC. These priorities are presented to the President of the University for final decisions.
The first step for any department wanting to get a project on the capital budget list is with that department’s academic Dean. The Department’s responsibility is to well define the program that will require University capital. The AHC Office of Facilities and Capital Planning can assist in measuring facility requirements and amount of capital required to meet the programmatic objectives.
The current Capital Budget, as well as a detailed account of the capital project process can be found in the Capital Planning and Programming section. Further information about Capital Projects can be found at the University’s Budget Office Web site and Capital Planning and Project Management Web site .
Who do I call if I want to do a project?
Depending on the size of project, the project will come to this office in a number of ways, but must all be reviewed by the Director of AHC Office of Facilities and Capital Planning, who assigns each project to a planner. This assignment is based on the number of projects that the planner is managing and also the planner’s specialized skill set. Examples of project initiation –
- A small project can be requested by sending a request to AHC Facilities via email.
- Leased space projects are developed when space becomes available and is matched to a space need within the AHC.
- Projects developed within a school/college compact or in the annual capital request are generally developed in association with the AHC Office of Facilities and Capital Planning.
After the assignment of a project, the planner will aid the client in filling out a project request form (depending on the size of the project). If necessary, a project manager from the University Of Minnesota’s Capital Planning and Project Management office is assigned. A kickoff meeting is scheduled with the user, the planner and the project manger to discuss the project. The planner explains the project process, along with any unique nuances to the project.
If you need help in the process of requesting a renovation project, please contact one of our facilities planners. Contact information can be found on our Staff Roles and Contact Information page.
I need a floor plan, who do I call?
For help with floor plans of existing facilities, please contact Rich Swedberg at 612-626-4376.
Do you do office layouts? Can you help us use our existing space more efficiently?
The AHC Office of Facilities does help departments with layouts of office space and with suggestions about how to utilize space effectively. On our staff, we have both an interior designer and an architect who can help you through these questions. Contact information can be found on our Staff Roles and Contact Information page.
What is the difference between the AHC Office of Facilities and Capital Planning and the University’s central Facilities Management and central Capital Planning & Project Management?
The University’s Capital Planning & Project Management is responsible for system-wide university planning and programming, bidding and oversight of new building construction, representation of the Board of Regents policy with respect to commissioning architects, engineers and building contractors, and financial management and financial record keeping for building renovation and new construction projects. University’s Facilities Management operates and maintains all facilities, operates heating and cooling facilities and implements system-wide energy conservation programs.
The AHC Office of Facilities and Capital Planning has many specialized roles. We plan and program uniquely for the Academic Health Center. We also oversee the allocation of existing space in the AHC and plan for development of new space. We represent the interests of the Senior Vice President for Health Sciences with respect to Facilities Management. We help AHC departments and schools through the process of space requests and project requests for renovation. We facilitate the translation of strategic academic, research and clinical growth into the correct mix of facilities improvements and renovations. Finally, we track the progress and success of current projects.
What is the difference between the AHC Office of Facilities and Capital Planning and the University’s Office of Space Management?
The University’s Office of Space Management is responsible for tracking and managing system-wide space, as well as maintaining a database that supplies the budget model. The Office of Space Management exists within the University’s Office of Planning, which plans and tracks space from an academic perspective.
The AHC Office of Facilities and Capital Planning has the role of tracking space (with a database that feeds the Office of Space Management’s), managing space allocations and requests, and planning projects to improve and add to this square footage within the AHC. Much of our space is far more specialized than most of the University’s inventory in that we have a high concentration of medical research space and clinical spaces.
What is the difference between AHC Classroom Services and the University’s Office of Classroom Management?
The University’s Office of Classroom Management is responsible for scheduling, maintaining and improving the University’s general purpose classrooms.
AHC Classroom Services exists to ensure that AHC classroom environments support the unique and dynamic nature of the AHC curriculum, as well as provide scheduling and support services unique to the AHC. In addition, AHC Classrooms Services plays a key role in the development of new facilities and renovation of old facilities.
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