Overview

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Instructions for Submitting a Planning and Design Project Request. 

Accessing the Project Request Form (PRF)

Facilities Website

Navigate to the Facilities page on the 天涯海角社区 website by using the following link: sfcollege.edu/facilities.

Select the grey button, labeled 'Project Request,' to view the Planning and Design page with the project overview and instructions.

Project Request

The first page of the platform provides information about stages of a project from request to completion and contact information for Facilities Planning if you have questions that aren鈥檛 addressed by the explanations provided. Future updates may include a list of Frequently Asked Questions if appropriate.

On the right side of the screen, three big yellow buttons take you where you need to go. Look for Project Request Form, Track My Project, and Help With My Request.

Project Request Form

This button opens a new browser tab and loads the webform that replaces the PDF version previously used by the College. Designed to be somewhat interactive, the webform will collect information about you as the requester and about your request. The collected information is loaded into the Facilities Planning request database once you click on Submit and the Facilities Planning staff is notified of your request. This ensures that your request is logged and tracked, avoiding lost or misrouted requests.

Please note: the form does not retain information and closing the form without clicking Submit will erase your entries. The questions can be complicated, so this guide is intended to help you prepare the information you will need to successfully request a project. See more about the project request form in the following sections of this document.

Track My Project

This button opens a new browser tab and shows the project requests that are currently logged and tracked by Facilities Planning. The first table provides the Departmental and Divisional approval status for requests in the Intake process. Divisional approval is required for a project request to be acted upon by Facilities but is not a guarantee of funding.

A project request approved by a Vice President or designated alternate is a viable request that aligns with the Division鈥檚 and the College鈥檚 vision and strategic goals. Once a project request is approved by the Division, if funds are not committed by the Division, the project will be awaiting funding and maintained in the tracking database until it is either funded or cancelled.

Project requests are tracked by request number, which looks like FR-25-099. When you request a project, this number will be sent to you in an automated email as soon as it is assigned during the intake process. This is commonly done during the Facilities Review step.

Facilities Review

Every project request is reviewed by Facilities Planning during the intake process. This is not an approval step, but rather an assistance step intended to ensure the information provided is clear, to make sure any necessary clarifications are made prior to submission to Vice President or designee, and to check for duplicate requests.

Help With My Request

This button opens a new browser tab and loads a very short webform asking for your contact information and a short description of what you would like assistance with. This does not need to be detailed. The purpose for this form is to send a request for help, and for Facilities Planning to know how to contact you. Some assistance may be easily provided by phone or email, while tougher questions may benefit from a site visit. Sometimes it helps to meet in the area you are requesting a project to change and talk through what should be done.

This document is intended to provide instruction and guidance in submitting your project requests using the web-based system. The wide margin on the right is intentional 鈥� since the webform does not have 鈥渟ave points鈥�, this space is left for you to make notes about your answers to the questions you will see on the form.

PRF Questions: About You

Contact Information

Your name, email address, phone, and primary office location come first, so we can reach out to you during the request intake, programming & budgeting, scheduling, and execution phases of your requested project. The supplied email needs to be your Santa Fe College address, as any request outside the college domain is rejected to prevent spam.

Departmental Structure

Most 天涯海角社区 employees are within a departmental structure. We request your department and the email address of your Director or Department Chair as part of the request approval process. Providing this information allows us to expeditiously route your request to your Director or Department Chair as part of the divisional request approval process. If you are a Director or Department Chair, or if you are not within the departmental structure (e.g., you are an AVP, VP, or direct report to higher level) then leave this box unchecked.

Requesting Assistance

Before moving to the next section, there is a checkbox available to request assistance on this form. If you are having difficulty navigating the request form or need help with answering any of the questions effectively, checking this box will shorten the form and only the items collecting your contact information and description of your intentions will be shown. After you鈥檝e filled in the required items, click 鈥淪ubmit鈥� to send the request for assistance. Facilities Planning will be automatically notified and will respond to your request within 2 business days of notification.

If you are requesting assistance with documenting your request, the description of what you鈥檇 like to accomplish does not need to be detailed. Anything you type in this box is enough to get us started, and we will make any changes necessary as assistance is provided.

Note that the 鈥淪ubmit鈥� button is visible in the image above. This is because the box is checked requesting assistance. If that box is left unchecked, the 鈥淪ubmit鈥� button will be at the end of the form after the questions that are discussed in the following sections.

PRF Questions: About the Project

Urgent Requests

Every requested project is important, but some are truly time-critical and require special attention to correct a possibly unsafe condition or to prevent the failure of a mission-critical program. Click the flag to make your request urgent, and it will be moved to the top of the intake list. Urgent requests must explain the reason for urgency in the project description.

Project Location

Select the College site at which your project will take place. If more than one site, select all that apply. If your requested project is not at one of the official Santa Fe College sites, select 鈥�8 鈥� Other鈥� and describe the location well enough to identify it.

Tell us which building(s) or areas will be affected using the dropdown list. If you are requesting a project for a building or location that is not on the list, you can type in the description.

Include the room numbers in the next entry 鈥� it鈥檚 an open text field, so formatting is not critical as long as it鈥檚 understandable.

What You鈥檇 Like To Accomplish

Specificity is more important than length. Tell us what you would like to have happen if and when this project is approved and funded. Do you want walls painted and lighting upgraded? Do you need to reconfigure an office into a classroom? This is where you tell us your story about the changes you would like to have made.

Improvement Projects and Maintenance Projects

An improvement project is one that generally involves changing the space in some drastic way related to occupancy, use, or configuration. Examples include remodeling an office suite to an open plan with new customer service, changing a lab space into a lecture or seminar classroom, or combining a storage room into a classroom to increase the class section size.

A maintenance project, on the other hand, is a request to improve the condition or eliminate a deficiency in a space without changing how it is used. Examples include replacing tile with carpet in a classroom, changing light fixtures to dimmable LEDs, or upgrading existing Audio/Visual systems.

Some requests will not fit neatly into either category; that鈥檚 okay. Use the following questions as a guide to indicate which is the best fit for your project.

While there is a benefit to new carpet, improved lighting, and freshly painted walls, it鈥檚 hard to quantify in a way that expresses a measurable result. A request of this nature is about the long-term maintenance of our College鈥檚 classrooms, labs, auditoriums, offices, and other spaces. Maintenance projects should skip the questions with the red note, but don鈥檛 miss the question about whether the number of occupants will change.

The occupancy information is critical to the design process. Your answer here is not set in stone. It can change as the project moves forward, but the more we know at the start about how many people the new design is intended to serve the better the outcome.

Changing the way a space (a room, a suite, a whole building) is used definitely falls into the category of an improvement request. In this case, the questions with the red notes are vital to ensuring that your request aligns with your Division鈥檚 and the College鈥檚 strategic goals and that the return on investment can be predicted with confidence.

What Does Success Look Like?

This is potentially the most important question on the webform for an improvement project. This isn鈥檛 just about what color paint should go on which wall (although you can be that detailed if you like), but rather the vision in your mind expressed in words that tell us what you see as the future of the space.

Do you see a well-lit classroom with movable tables that can reconfigure from classic lecture orientation to small-group discussion? Do you see those small groups using whiteboard space around the classroom to plan and outline an in-class presentation of their project findings? Or maybe an auditorium where the seating rows get higher from front to back, but with a level floor and wide aisles? A reconfiguration of your office area to include a breakroom and also a private area for student counseling?

This is your place to tell us what you will be looking for in a completed project, and how you will judge whether the completed project nailed it or failed it.

Project Documentation

Improvement projects should have substantiating information that indicates the need for the required expenditure, and also (if possible) a plan for the current function of the space to be located elsewhere during the construction phase.

Some of us like to sketch floorplans as we think through what could be done in a room. These are extraordinarily helpful, as are photos of existing conditions in the room and/or building. If you have examples from articles, websites, site visits to other places that have successfully accomplished similar projects, those are also excellent documents to include.

The upload box will appear if you answer 鈥淵es鈥� or 鈥淚 don鈥檛 know鈥�.

Specific Changes

Mark any of the areas that you think need to be addressed by this project. The purpose of this multi-select question is twofold: first, it tells us what the scope is likely to include and helps us understand what you鈥檙e looking for better; and second, it may help you to better describe your project鈥檚 purpose and expected outcome.

In the example above, four boxes are checked. These cause the following two questions to appear as appropriate. For example, if you want to set up a lab with twelve student stations, you may need 12 data ports dedicated to a piece of equipment that is at each station. If you require a humidity-controlled environment for lab samples or artwork, you can specify that by selecting 鈥淥ther鈥� and filling in the requirement.

Changing the Use of the Space

Every space owned or controlled by the College has a particular use assigned to it, and many have a certain department listed as primary user. Sometimes the College changes the primary use of an academic space (classroom, lab, computer lab, etc.) from one department to another.

An example of changing the use of the space would be if a project is requested to change a classroom used primarily for History lecture courses into a classroom for English writing courses. This would be a change in the primary user. This is critical information for scheduling purposes before each term

When the project will result in the space becoming something completely different, such as changing a lab into a classroom or converting storage space to an office, the next question captures information about that change. This information is used to accurately maintain our College Facilities Inventory. This data directly affects the College鈥檚 funding and budgets, so accurate reporting is a top priority.

Completion Deadlines

Use the calendar picker in the box below to enter a date if there is a critical deadline. Please note that this does not guarantee that the project will be funded. Any funding decisions made by the College will be the primary driver for the construction completion date.

If you do not have a critical deadline, leave this entry blank.

Cost Estimates and Departmental Funding

Every project that is approved and added to the project schedule has a cost. At the beginning, the cost estimate is not expected to be highly accurate; many factors during the investigation of project requirements and project planning will affect the estimate. The cost brackets below are set by the purchasing rules the College is required to follow.

Projects under $10,000 (such as repainting a room or changing a handful of light fixtures) may be accomplished with a single quote, while projects in the next bracket require multiple quotes, continuing service agreements, state contracts, or even open bidding.

Projects that will cost over $300,000, such as renovation and remodel of multiple classrooms or creation of a dedicated lab space, require approval by the Board of Trustees prior to commitment of funding.

Sometimes the fund source will have additional requirements that must be followed. The most common source that imposes additional requirements is federal funding, whether by grant or by pass-through from the state.

Getting Help With Your Request

Within the Request System

The request system offers a couple of opportunities to let Facilities Planning know when you need assistance. On the page with process descriptions, use the button that says 鈥淗elp With My Request鈥� and fill out the contact form. Inside the request form, check the box at the top in the 鈥淎bout You鈥� section.

Outside the Request System

Of course, you can request assistance from Facilities Planning at any time, even if you鈥檙e just considering whether a project request is the right course of action. Use either of the methods above or send an email to facilities.planning@sfcollege.edu. We will be happy to help you pick the right path and to present your request in the best way possible to improve 天涯海角社区 and our ability to fulfill our mission:

In keeping with our values and goals, 天涯海角社区, a comprehensive public institution of higher education serving North Central Florida and beyond, adds value to the lives of our students and enriches our community through excellence in teaching and learning, innovative educational programs and student services, and community leadership and service.