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Topics Map > Supervisor Toolkit > 2.1 Hiring > 2.1.3 Temporary Employees
Topics Map > Supervisor Toolkit > 2.1 Hiring > 2.1.4 Student Hourly Hire
Topics Map > Supervisor Toolkit > 2.1 Hiring > 2.1.5 Graduate Assistance Hire
Topics Map > Supervisor Toolkit > 2.1 Hiring > 2.1.6 Post-Degree Appointments
Topics Map > Supervisor Toolkit > 2.5 Contracts & Agreements > 2.5.4 Space Use Agreements (SUA)
Topics Map > Operational Support Resources > 4.7 Human Resources > 4.7.1 Hiring

New Employees - Requesting Office Space

Hiring Managers will need to request space for the new employee as part of the hiring process. You should determine where the position you are hiring will seek to be located by reviewing the most common situations below and contacting the appropriate individual or initiating the appropriate process. The timeframe for this process may vary; starting early is strongly advised.

UW-Madison Campus (within Extension's current allocation)

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.

Download Space Assignment Request Form (within Extension's campus allocation)

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 Associate Dean. Factors for consideration would include proximity/availability of suitable type of space, potential need for paint/carpet, furniture, etc.

Space requests involving multiple individuals and/or moves would typically trigger the Facility Manager to coordinate with Director of Facilities, and approval by Associate Dean. More complex space planning efforts might require substantially more lead time, and warrant an interactive process and possibly approval by Dean’s Leadership Team (e.g. Pyle to Extension Building move).

Off-Campus OR UW-Madison Campus (beyond Extension's current allocation)

B. For Space Assignment beyond Extension's UW-Madison Campus Allocation

Download Space Assignment Request Form (beyond Extension's current allocation)

1. Employees Covered by County Contract*

              * As revised for 2023.

    • 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 Director of Facilities 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 Director of Facilities 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 Director of Facilities 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 Director of Facilities 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 Director of Facilities 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 Director of Facilities 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 Director of Facilities to determine how best to proceed.

Note: This process conforms with the Dean's Leadership Team action from August 2022 during which the "UW-Madison Division of Extension - Office Space Planning and Assignment Guide 2022" was approved. 




Keywords:location code county contract WGNHS Upham Woods LSNERR Great Lake Visitor Center Facilities Planning Lease Contract space   Doc ID:117190
Owner:Nathaniel S.Group:Extension Handbook
Created:2022-03-07 16:31 CSTUpdated:2022-12-02 17:18 CST
Sites:Extension Handbook
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