UNIV--111 Space Management and Allocation

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Document Number: UNIV--111
Revision #: 2.0
Document Owner: University Provost
Date Last Updated: 03/06/2018
Primary Author: VP for Business and Finance
Status: Approved
Date Originally Created: 01/24/2012
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General Description

Description: Information about space management relative to University policy.

Purpose: The purpose of this policy is to provide consistency and equity of space assigned consistent with positional responsibilities and programmatic requirements. This policy provides general guidelines for the allocation of office space to the units within all the divisions on campus. “Office space” includes offices, office service, and conference rooms specifically assigned to support the University’s academic,administrative and service functions.

Scope: All faculty, staff, and administrators

Responsibility: Administration
Human Resources
President
VP for Facilities and Infrastructure
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Requirements

Relevant Knowledge:

In order to comply with this policy you should know:

Current University policy

Terms and Definitions:

Additional training

Loss of privilege, general
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Policy Provisions

1. Space Management

It is the policy of the University to provide adequate space for its instructional and administrative operations. To ensure the policy is followed and consistent with future plans, all space needs, requested assignments, and renovations must be authorized by the VP for Facilities and Infrastructure. "Office space" includes offices, office service, and conference rooms specifically assigned to support the University's academic, administrative, and service functions.

2. Principles

All faculty and staff will be provided with a suitable working environment for the type of work they perform.

Office space will be provided to units to support adequately their core missions and functional needs.
Office space, like all space, is a University property that will be allocated to a given unit, as available, in a manner that best advances University priorities. No unit “owns” the space that has been allocated to it.
Office space, like all University space resources, should be deployed in the most efficient and effective manner to best serve programmatic and strategic goals.
Existing office space should be used to maximum functionality and efficiency.
Shared office and open office arrangements are encouraged whenever possible to efficiently use the campus’ limited space.
Conference rooms and office service spaces are encouraged to be shared among one or more units whenever possible to maximize space utilization.
Office space that has been allocated to a unit can be reassigned to another unit in response to University needs and priorities.
Office space vacated due to a substantial reduction in program size, reduction in workforce, or program elimination resulting in office space being unoccupied (refer to next section for further guidance) reverts back to the university space pool.

The Vice President for Finance is responsible for ensuring that a process for reassignment of vacant space is established.

3. Assignment of Space

Office space, both private and shared, will be assigned taking into account the following criteria:

Level of responsibilities.
Type of Appointment.
Level of productivity.
Proximity to other assigned space (i.e. laboratory, studio or clinical space).
Proximity to other faculty with similar academic interests or a demonstrated interest and commitment to collaborative scholarship.

4. Private Offices

Private offices are necessary for many positions at the University. The size of the office varies depending on the type of work and the need to meet with individuals or groups frequently and in a private setting in other than common conference space. These spaces should be able to accommodate a desk, files, bookshelves, and space to meet with an additional one to six people.

The following positions would, in most cases, require private offices:

1. Executive

President

2. Academic

Dean
Department Chair
Associate or Assistant Dean

3. Administrative

Vice President
Associate Vice President
Executive Director
Director
Associate or Assistant Director

Some positions in a unit or department may require private office space, while a person with similar duties in another unit or department may not. The following positions should be allocated private office space on a case- by-case basis:

4. Academic

FT Faculty
Staff, Professional (full-time)

5. Administrative

Manager
Staff, Professional (full-time)

5. Shared Offices and Cubicles

Shared offices, cubicles, and open workspaces are an efficient use of office space. Shared offices should be assigned to individuals who require a limited amount of privacy or reduced noise levels. Cubicles and open workspaces are particularly space-efficient, flexible, and can accommodate additional guests as needed.

The following positions would, in most cases, be assigned a shared office, cubicle or open

1. Academic

Adjunct Faculty, Consulting
Graduate Student
Temporary or Student Staff

2. Administrative

Staff
Administrative Support

6. Space Assignment Communication

Space assignment will be communicated for new employees by the Vice President for Finance and/or representatives of that office. Requests for change of space must be made in writing and communicated first with the Vice President of the area who will communicate with the Vice President for Finance. Changes will be considered based on the criteria in this policy.

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Performance Evaluation

Performance Metrics: Compliance with standard policy and procedure

Consequences: Further training
Loss of privileges
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Subject Experts

The following may be consulted for additional information.

VP for Facilities and Infrastructure

VP for Business and Finance