Cost Centres / Organisational Structure Unit Change Request Form
To be completed with reference to change request process
College
School
Existing Name Correction / New cost centre(s) required / Cost centre ending
Other, please specify:
Type of change
Code (if existing)
Level
Long Name (no abbreviations)
Proposed New Name
(if applicable)
Short Name (max 40 characters)
Reason for change
If any code ending as
part of this change?
Name submitted by
College Authorisation
Two of the three signatures required
College Secretary
Date
College Head of Finance
Date
Head of College
Date
Send scanned copy to finance-cc-ou@glasgow.ac.uk
For University Services Finance Office and IT Services Use only
Finance Approval
New code allocated
Date
HESA
CC
Code End?
Additional information
IT Services Approval
Date
Circulation list advised
Websites updated
V2 October 2014
Change Request Process for Cost Centres / Organisational Structure Units
Background
As at 1 August 2010 a standard/unified structure was adopted across University systems for
cost centres and the organisational entities in the new University organisational structure. The
change management process described below will be used to manage changes to the
organisational structure over time and maintain consistency across all University systems.
All change requests will be considered and approved by the Head of College, College
Secretary and Head of Finance. The College secretary will be responsible for liaison internally
with the College HR Office, Heads of Schools, Directors of Research Institutes, Heads of
School Administration and any other individuals affected by the change.
US Finance Office and IT Services are responsible for verifying that the request is consistent
with the framework and will implement the approved change across University systems.
Change Request Process
Level 1 (College) and Level 2 (School/Institute/University Services Division)
Colleges and their level 2 (Schools/Institutes) -Changes approved by the Senior Management
Group and ratified by University Court.
University Services level 2 (Divisions) - Changes approved by the Head of Administration.
Level 3 (Subject/Theme/US Service) and Level 4 (Sub-structure of level 3)
When the requirement for a new unit/ change in name is identified, the member of staff should
first contact their College Secretary and Head of Finance to discuss the change required. The
proposed change to level 3/4 will be considered and approved by the Head of College,
College Secretary and College Head of Finance. The College will liaise with staff internally
regarding the change. Staff from University Services Finance Office and IT Services are
available to provide guidance at earlier stages if required.
The College Secretary / Head of Finance then pass the authorised proposal to the Finance
Office and IT Services. US Finance and IT Services will allocate the new unit an 8 digit code
and send confirmation to the College Secretary / Head of Finance.


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Name corrections will be approved within a short period.
Introduction of new codes will normally be carried out at a month end. Proposals will be
evaluated for their impact and the work involved across the University’s main systems
before an implementation date is confirmed.
For requests to close codes, an end date will be agreed after which the code will no
longer be available for use.
Communication and Actions
Once a code is changed, created or to be ended, the information will be supplied to the
circulation list of systems owners for action. Information will also be updated on Finance
Office and IT Services web-pages. Each system owner, working in conjunction with the
relevant College/School, is responsible for updating relevant data in their systems with the
support of their IT teams as appropriate.
Diane Cameron, Finance Office
Diane Montgomery, IT Services
September 2010
Change Notification Communication List
The circulation list will be advised of changes to the cost centres/ organisational structure by email to
Operational Managers/nominated contacts once approved by University Services Finance Office and IT
Services and University codes allocated.
Information will be updated on Finance Office and IT Services web-pages.
http://www.gla.ac.uk/services/agresso/financialcoding/costcentrecodes/
http://www.gla.ac.uk/services/it/forstaff/businessapplications/orgstructure/
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