Space Request Forms
There are three different space request forms.
Facility Modification Request
The Facility Modification Request form is required if you want to make changes to a room, i.e., add a window/door/wall, add new electrical circuits, etc. The requestor needs to fill this form out, identify funding sources for the costs, and sent to your program manager/division chair. If approved it is then forwarded to Dean/Director. If approved then it's forwarded again to Vice Chancellor of your area. If the VC approves then it's forwarded to Auxiliary Services who will consult with the Facilities and Construction Director and VC for Administrative Affairs. Requests receiving final approval will be sent directly back to originator, who coordinates the work. Denied requests will also be returned to the originator.
This process ensures all responsible managers know of requests to change spaces. It also includes a review for safety, ADA, and construction compliance.
Application for Facility Use
The Application for Facility Use is required if you want to reserve a room/space to hold an event. Typical requests include workshops for classrooms/meeting rooms, hoʻolauleʻa for outdoor spaces, car washes for the parking lots, athletic events/recreation for sports facilities, etc. The Theater Manager oversees UH Hilo's Performing Arts Center, the Campus Center Director oversees the Plaza, Library Lanai, and meeting rooms, the Atlhetic Director oversees UH Hilo's sports facilities, the Dean of CCECS (College of Continuing Education and Community Service) oversees the general use classroom and Old Gym after the normal academic schedule, and the Director of Auxiliary Services oversees the exterior spaces.
Please read the following policies prior to applying for use of a campus facility:
- UH Executive Policy 10.101 Delegation of Authority to Develop Procedures Regarding the Use of University-Owned Facilities
- Facilities Use Policies & Procedures (under review and revision, May 2015)
Request for Additional Space and Change the Function of Existing Space
If a requestor wants additional space, they should first check with their division chair/program manager for options, and then their Dean/Director, and finally their respective Vice Chancellor. If there are no reasonable available options, then the Request for Additional Space and Change the Function of Existing Space form should be completed and submitted to Auxiliary Services.
If a requestor wants to change the function of a space, (from storage to offices, from academic classrooms/labs to research, etc.) they should consult first with their program manager/division chair, then Dean/Director, and then respective Vice Chancellor. If the idea is supported, then a Request for Additional Space and Change the Function of Existing Space form should be completed and submitted to Auxiliary Services. Final approval will be by the Vice Chancellor of Administrative Affairs.
Requestors will receive written notice of any space request decisions.