A. For Space Assignment within Extension's UW-Madison Campus Allocation
To request that an employee be located on the UW-Madison Campus in Extension's existing campus allocation of space, the Supervisor/Hiring Manager should complete the Space Assignment Request Form (within Extension's campus allocation) and send on for approvals.
The Facility Manager will then evaluate the request; seek input from requesting Director and others as appropriate; suggest options; identify solution; confirm suitability of solution with requesting Director; seek approval from the Associate Dean of Policy, Operations, and Stakeholder Engagement. Factors for consideration would include proximity/availability of suitable type of space, potential need for furniture, etc.
Space requests involving multiple individuals and/or moves would typically trigger the Facility Manager to coordinate with Extension's Planning Manager, and seek approval by the Associate Dean. More complex space planning efforts might require substantially more lead time, and warrant an interactive process and possibly approval by the Dean’s Leadership Team (e.g. Pyle to Extension Building move).
B. For Space Assignment beyond Extension's UW-Madison Campus Allocation
1. Employees Covered by County Contract*
* As revised for 2023.
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- Co-funded positions per the 136 contract do not need assignment requests if they will be located in a county owned/leased space. These positions are typically covered by Sections 3.2 or 3.3 of the 136.
- To seek assignment of an employee that is not co-funded, but likely in state-funded position serving a regional, or statewide, to a county-owned/leased location, complete the Space Assignment Request Form (beyond Extension's current allocation), send it to the Planning Manager and Area Extension Director (AED) and Assistant Dean.
2. Employees NOT Covered by County Contract
In consultation with the appropriate Associate Dean(s), identify a preferred location, complete the Space Assignment Request Form (beyond Extension's current allocation), send it to the Planning Manager and Associate Dean, and then together determine next steps.
a. Extension-Managed, UW-Owned Locations
To seek assignment of an employee at WGNHS, Upham Woods, Great Lakes Visitor Center or Lake Superior National Estuarine Research Reserve (LSNERR) locations, please also reach out to the Natural Resources Institute Director in addition to the Planning Manager to clarify protocols and seek approvals.
b. Non-Extension, UW-Owned Locations
To seek assignment of an employee at a UW-owned location (non-Extension), in addition to the Space Assignment Request Form (beyond Extension's current allocation), work with the Planning Manager to prepare a space request and identify next steps. An Inter Agency Agreement will likely be required.
c. Locations NOT Owned or already leased by UW
To seek assignment of an employee at a location not already owned or leased by UW, in addition to the Space Assignment Request Form (beyond Extension's current allocation), work with the Planning Manager to prepare a space request and identify next steps. A Space Rental Agreement or Lease will likely be required.
3. Non-Employees (e.g. Sea Grant, WDNR, Friends of LSNERR)
For assignment of individuals who are not Extension employees (e.g. Sea Grant or WDNR or Friends of LSNERR colleagues), to an Extension-controlled location, please discuss requests with the Planning Manager and appropriate Associate Dean – these arrangements may require processes and approvals by Dean’s Leadership Team and/or other UW colleagues.
4. Any other Category of Individuals
For assignment of space to any other category of individuals not covered above, requests should be discussed with the Planning Manager to determine how best to proceed.
