Proposal Management: Additional Help: 4.2

4.2 General Space Requirements

Indicate any space required that is not associated with specific key personnel.

Note Space information that you can select in this section comes from the M-Pathways Financials system (Space Management database).  This information is updated from a nightly feed.  If changes are required, please have them made in M-Pathways Financials System via the Space Survey or other mechanism.

Add Space

1. Click Add.
2. Enter and select any of the following in the Requested Room/Bldg field (or click Browse... to search by): 

• Building Name
• Room Number
• Department ID. 

3. Select the radio button of the Building you want to add.
4. Click OK.

Tips

• When browsing, use % as a wildcard with a partial name (for example, %dow%).
• You can Filter by and search for space using any combination of:
  • Department ID
  • Building Name
  • Room Number
• To find all rooms in a building, just enter a building name.
• If you just know a room number, enter the number and all matching room numbers are returned.
• To see all space for a department, just enter a department ID.
• All space is coded in the eResearch Proposal Management system using the M-Pathways Financials space codes in the Space Management database and are not necessarily the name you use to locally refer to the space.

Space Not Found

If you have used the search tips above and still cannot find your requested room, or your space does not exist in the M-Pathways Financials system:

1. Check the Space Not Found box.
2. Enter and select the Approving Department for the space (or click Browse... to search for it).
3. Enter a description in the Room Comments field.
4. Click OK.

Edit Space

If you need to change Room Comments or the Overriding Dept:

1. Click Update.
2. If needed, enter an Overriding Dept ID (the department that will need to approve use of this space).
   Note If you enter an Override Dept, then Room Comments are required.
3. Enter text in the Room Comments field.
4. Click OK.

Override Space Ownership & Add Comments

If you know that the Department listed as the owner of the space is not the owner of the space:

1. Click Update.
2. Enter the Override Dept ID (the department that will need to approve use of this space).
3. Enter text in the Room Comments field about why this is the wrong ownership of the space.
4. Click OK.

Note The original department listed will appear crossed-off and the new department will be listed. This new department will need to approve this space.

Delete Space

1. Click delete (Delete) next to the location you want to remove.
2. Click OK on the warning box.

University Space

It is the responsibility of the university to provide adequate space for the duration of any sponsored project. When a department chairman, dean, or director (or anyone responsible for assigning space within a university unit) indicates on the Proposal Approval Form (PAF) that space is available and specifies the building and rooms, the space commitment serves two important purposes. First, it indicates to the sponsor that adequate space is available in which to conduct the proposed research or other sponsored activities. Second, the designation of a specific site for the sponsored project serves as a basis for the drug free workplace certification, required in all federally sponsored projects.

The lead time involved in submitting proposals may dictate that units "hedge their bets" in terms of the assignment of space. Therefore, in some cases, the space identification may include the phrase "or equivalent space, as available."

Sponsors may seek assurances that adequate space will be provided by the university to carry out the proposed research during the duration of funding. The sign-off by the Deans, Directors, or their designees provides such assurances, and in turn, these commitments are provided to sponsors when the University receives inquiries in this regard. Careful review of this section is therefore essential.

Faculty may have appointments in more than one department and may initiate a grant proposal in one department which involves space in another department. It is especially important that the appropriate space approval be obtained in such cases, because it also indicates that the department whose space is involved approves submitting a grant through another department. An increasing number of projects involve individuals in two or more departments. All relevant space allocations should be documented on the PAF and proper departments must approve these space commitments.

Many award applications include a section on available facilities and resources. The information on the PAF should correspond to that section and include all the laboratory space indicated.