Instructions for

Request for Change to Facilities (RCF)

A Request for Change to Facilities is required when one or more of the following is needed for any item in any EKU facility:

·  Alteration of space and/or fixed in place products within

·  Addition

·  Moving within or to another facility

·  Program Change

General Examples that would require an RCF form to be completed:

·  Adding a lock to a door/changing a lock core for reasons other than emergencies

·  Changing a classroom into an office

·  Carpet replacement or addition

·  Adding an electrical plug/switch

·  Moving permanent in place fixtures off of a wall or relocating

·  Adding plumbing fixtures

A Request for Change to Facilities is subject to budget and time constraints and must be reviewed for cost & feasibility before completed. An RCF must also comply with current ADA (Americans with Disabilities Act) regulations.

Once all signatures are obtained and the form completely filled out, forward it to the appropriate office listed below, under which your department reports. That office will submit the RCF request electronically to be reviewed by Project Administration:

·  Departments designated by the Provost

·  Office of Athletic Director

·  Office of VP for Finance and Administration

·  Office of VP for Student Affairs

If the primary purpose of the space is being changed, the request will automatically be forwarded to the Provost, VP for Finance and Administration, Athletic Director or the VP for Student Affairs for additional approvals.

Any questions concerning RCFs should be emailed to .

NOTE: Any other request that does not follow under the above Request for Change to Facilities guidelines should be forwarded via a Facilities Services Work Order form, obtained from EKU forms web page, to the Building Supervisor for submission.

RCF Request Deadlines and Submission Codes

First Quarter RCFs (Submitted in July, Aug, Sept) using current fiscal year funding source

CODE Description

0002 Self funded (paid for by the requesting unit)

To be submitted no later than end of 1st quarter of current fiscal year

(Will be reviewed by end of 2nd qt and returned to submitter with status)

0003 Without confirmed funding source for current fiscal year

To be submitted no later than end of 1st quarter

(Will be reviewed by end of 2nd qt and returned to submitter with status)

Second Quarter RCFs (Submitted in Oct, Nov, Dec) using current fiscal year funding source

CODE Description

0004 Self funded (paid for by the requesting unit)

To be submitted no later than end of 2nd quarter of current fiscal year

(Will be reviewed by end of 3rd quarter and returned to submitter with status)

0005 Self funded (paid for by the requesting unit)

Funds required to be encumbered and expended/or disbursed this fiscal year (example: restricted funds).

December 15th is last date for submission.

(Will be reviewed by end of 3rd quarter and returned to submitter with status)

Third Quarter RCFs (Submitted in Jan, Feb, March) using current fiscal year funding source

CODE Description

0006 Self funded (paid for by the requesting unit)

To be submitted no later than end of 3rd quarter of current fiscal year

(Will be reviewed by the end of April and returned to submitter with status)

0007 Self funded (paid for by the requesting unit)

To be submitted no later than end of 3rd quarter of current fiscal year

Funding source authorized to rollover to the following fiscal year without current fiscal year encumbrances

Project completion date is no later than August 1st

(Will be reviewed by the end of May and returned to submitter with status)

Fourth Quarter RCFs (Submitted in April, May, June) using rollover or new fiscal year funding

CODE Description

0008 Funding rolled over into new fiscal year

New funding source allocated from new fiscal year

(Will be reviewed by the end of 1st quarter of new fiscal year and returned to submitter with status)

EASTERN KENTUCKY UNIVERSITY

REQUEST FOR CHANGE TO FACILITIES (RCF)

(All fields must be completed or the RCF will not be processed.)

Requestor Name Phone Date

Requestor Signature Dept.

SPECIFIC REQUEST DETAILS (Include justification & crucial dates, rough drawings and/or digital pictures - attach information as needed.)

Have you spoken to a Project Administration or a Facilities Services employee about this project? Yes No

If yes, give name here & provide details in ‘Specific Request Details’ section above

Building Room/Area

Is this project self-funded (paid for by requestor) Yes No

If self-funded, enter amount budgeted* Budget Org

Is the primary function of this space being changed (repurposed)? No_____ Yes______

If Yes, specify previous purpose and new purpose ______

Name and address of budget manager

Budget Manager Signature Phone & Fax Date

Department Chair Signature Phone Date

Dean/Division Director/Associate Vice President Phone Date

Requested completion date Submission Code: (See online instruction sheet)

Circle Yes or No for each service

Carpet Yes No Carpentry Yes No Electric Yes No Glass Yes No

HVAC Yes No Locksmith Yes No Painting Yes No Plumbing Yes No

Relocation Yes No Signage Yes No TV/Cable Yes No Voice/Data Yes No

*NOTE: Budget information may be adjusted if project is approved and estimates provided.

Completed forms must be submitted to appropriate office and request entered electronically, as directed on the instruction sheet.

Requestor will receive an email that includes a project tracking number used for review and/or cost estimate.

Questions regarding RCFs should be forwarded to .