A1924 ASSIGNMENT AND USE OF MARICOPA COUNTY FACILITIES.PDF

MARICOPA COUNTY INTERNAL POLICY 
 
Policy Title: 
ASSIGNMENT AND USE OF SPACE 
WITHIN MARICOPA COUNTY 
FACILITIES 
Policy Number: 
A1924 
Current Adoption Date: 
MM-DD-YYYY 
 
Current Implementation Date: 
 
MM-DD-YYYY 
Approved by: 
BOARD OF SUPERVISORS 
Board Agenda Number:  
(C-xx-xx-xxx-x-xx) 
Original Adoption Date: 
MM-DD-YYYY 
 
 
I. PURPOSE 
To provide the County and its Tenants with direction and processes for the allocation and use of space in 
Maricopa County Facilities through the Facilities Management Department (FMD).  
II. AUTHORITY 
As approved by the Board of Supervisors, the FMD is in charge of the allocation and use of space in all 
Maricopa County Facilities, with final approval authority by the County Manager.  
III. APPLICATION 
 
This Policy applies to all Maricopa County elected offices, elected and appointed departments, the Flood 
Control District of Maricopa County and the Maricopa County Library District (“Special Districts”), and the 
Judicial Branch (collectively, “County Departments”). The Board of Supervisors is authorized to jointly adopt 
policies applying to the Special Districts under the Intergovernmental Agreement, C-06-18-393-6-00, 
approved on April 11, 2018. 
 
IV. DEFINITIONS 
A. Appointing Authority: An elected official, the single administrative or executive head of a 
department/Special District, or the designated representative authorized to act in this capacity. 
B. Facilities Management Department (FMD): The County department which provides services that include, 
but are not limited to, coordinating and/or conducting tenant improvements, supplying furniture, and 
coordinating moves as well as coordinating with the Enterprise Technology & Innovation (ETI) 
department and Security Services Division for data/phone and secured (badge) access work, to other 
County general or grant funded departments and/or elected officials. Note: Special Districts and/or 
County departments often also have facilities management staff that coordinate and/or assist FMD 
when a new lease/license and/or move is contemplated. 
C. Office Space Liaison: A County employee assigned by the Appointing Authority to coordinate space 
usage, assignments and moves with FMD. 
D. Maricopa County Facilities: Any room, hall, or other space located in a County or Special District-owned 
or leased building.  
E. Tenant: Any County department that occupies physical space in any building owned or leased by the 
County or a Special District. 
F. Space Request: The method by which a Tenant requests to use space, or to change an existing use of 
space. Space Requests are submitted to the Facilities Management Department.

Policy Title: 
ASSIGNMENT AND USE OF SPACE 
WITHIN MARICOPA COUNTY 
FACILITIES 
Policy Number: 
 
Current Adoption Date: 
MM-DD-YYYY 
 
Page 2 of 2 
V. POLICY 
A. Maricopa County Facility Use 
1. Use and assignment of space within Maricopa County Facilities by any County Department must be 
approved by FMD. No County Department shall use, occupy, alter, or restrict any space not expressly 
assigned to it by FMD. Use, occupancy type, and density may be governed by building code(s). 
 
2. Space assigned by FMD for use by a County Department may be allocated within that Department 
by its Appointing Authority, with notice to FMD. Any change in use within a department that requires 
changing telephone, data, security access, or similar services must be approved by FMD pursuant to 
a Space Request.  
 
3. Space within Maricopa County Facilities may be assigned by FMD for shared or joint use by two or 
more County Departments. Changes in the shared or joint use must be approved by FMD. 
 
4. A New/Additional Space Allocation Request form must be submitted by the Office Space Liaison to 
FMD and should be submitted at least four weeks in advance of the intended move date. Additional 
time may be required if improvements to the space are needed. 
 
5. An Appointing Authority may request review by the County Manager of a space assignment or use 
decision by FMD. 
 
B. Appointing Authority Responsibilities 
1. Appointing Authorities are responsible for the use of Maricopa County Facilities occupied by their 
departments per County Policy A1912 Security Guidelines. 
2. Appointing Authorities must ensure County Sponsored Events do not include prohibited activities as 
listed in County Policy A1925 Use of Maricopa County Facilities.  
3. Appointing Authorities are responsible for protecting the security of Confidential Information 
pursuant to County Policy A2239 Physical Access and Security of Confidential Information. 
4. Appointing Authorities are responsible for applying workspace standards pursuant to County Policy 
A1926 Workspace Standards. 
5. Appointing Authorities are responsible for applying any other County Policy applicable to use of 
space in Maricopa County Facilities. 
 
Revision History 
Version 
Revision Date 
Description of Revision 
1 
MM-DD-YYYY 
Initial version. (C-xx-xx-xxx-x-xx)