Service Center

Space Impact Request Process

At USF, Space Planning is an iterative and collaborative process. Led by the Campus Space Planning Department, a team of professional designers can help guide users through the process and provide options and alternatives for how each college, department, and program can use our shared space assets to best achieve their goals consistent with the University’s Strategic Plan. It is our commitment to work collaboratively to deliver quality services in response to your request.

Note that EVERY change to space should go through the Space Impact Process, no matter how minor it might seem. Do not risk putting a nail into a water pipe when trying to hang a white board. Use our process and let us help you get the job done right.

What is the Space Impact Request Process?

The Space Impact Request process is the first step for a college or department to initiate a request to add or modify its physical space. The process is most often used for:

  • Adding/modifying signage
  • Renovating or remodeling space (excluding routine maintenance)
  • Adding temporary space (e.g., trailers)
  • Installing new aesthetic or cosmetic materials (e.g., sculptures, trees, banners, etc.)
  • Adding walls and or cubicles (includes cubicle repairs and or reconfigurations)

Submitting the Space Impact Request (SIR) Form

Use the Space Impact Request form (PDF) to start the process. Submit SIR via e-mail to Please DO NOT submit your SIR form via DocuSign. If you submit your SIR form via DocuSign then you run the risk of delaying the review of your request.

Space Planning Process Workflow

Review the Space Impact Request Review Process Flowchart for more information. 

Note that submitting a Space Impact Request form automatically triggers a number of internal reviews behind the scenes, like fire code and building code. These reviews will happen automatically when a request is submitted.

Some simple requests, like hanging shelves, small basic whiteboards, touch up paint, etc. can often be done by our USF Maintenance Team via a Work Order process. These are typically done within 30-days of the date requested and are tracked via a Work Order system. If you have a very minor request, you can submit directly to the Maintenance team through FAMIS.

Summary of Space Planning Process and Targeted Turnaround Times

The Space Planning process is a collaborative process. Our goal is to provide sufficient pre-planning to make sure we are best meeting the Requestors goals. As such, Requestors should plan for at least 60 days prior to project work commencing.

Space Planning Steps
Step Description Targeted Turnaround Time
Step 1 Complete the Space Impact Request (SIR) form with appropriate college and/or program approval and submit to FM Service Center N/A
Step 2 Receipt by Service Center and entered in FAMIS for review by Space Impact Request Committee. A Request ID is automatically generated and an email notification is sent to the requestor. 24 to 48 hours
Step 3 Review by Space Impact Request Committee and Projects Team for assignment to an FM project representative if required. 2 weeks
Step 4 FM project representative works with requestor to finalize request details, fund source (if applicable), and project scope 30 Days
Step 5 FM Project Representative identifies a project start date and initiates a project timeline and governance plan 30 Days

Tips to Complete the Space Impact Request

Different projects require different approvals depending on the scale and scope of the request. Review the information below to determine which category your project falls into and save time by getting the appropriate approvals in advance.

  Examples Required Approvals
Minor Alterations within Unit
"Within Unit" refers to space located within the college or administrative unit making the request
  • Adding an electrical outlet
  • Minor AV projects
  • Installing or updating signage
  • Installing new doors, walls, or flooring
  • Seeking new furniture
  • Other minor alterations
A signature from a Director (for non-academic units) or Dean (for academic units) is required.
Minor Alterations Outside of Unit or Major Alterations Within or Outside Unit
"Outside of Unit" refers to space requests involving a space located outside of the college or administrative unit making the request
  • Significant alterations to interior or exterior spaces
  • Departmental restructuring
Signatures from a Director and the unit Vice President (for non-academic units) or a Dean and the Provost (for academic units) are required.

Getting Appropriate Approvals to Submit the SIR

For a Space Impact Form to be processed, it must be signed by an authorized approver. You can find the designee appointment forms below.

What happens after I submit the SIR Form? 

Once a SIR form is submitted, a Facilities representative will utilize the FAMIS work order system to generate a Request ID on behalf of the requestor. The requestor can then track the status of the SIR in FAMIS using the Request ID. 

Tracking your SIR request

Once you’ve submitted a requested and received a FAMIS Request ID, you can track the progress of your request in the FAMIS work order system. Follow the steps below to track a SIR using FAMIS.

  1. Log in to FAMIS
  2. Click on the link within the email you receive when the SIR has been entered by the FM Service Center to open the request. Optionally click on My Requests> CREATED BY ME in FAMIS to see the request, then click the Request ID to open.
  3. Review the REQUEST HISTORY section in FAMIS for any updates to the status of the request. Additional comments or feedback can be provided at any time by using the General Comments textbox, when complete remember to click UPDATE to save.

Related Policy:

Events, Signage and Space Management Policy 06-028