Space Management
Date of Current Revision: October, 2007
Responsible Officer: Associate Vice President Business Services
- PURPOSE
This policy establishes procedures for (1) allocating and assigning space to and between departments and operating units of the university; (2) maintaining an inventory of space and numbering rooms, and; (3) dealing with space emergencies which might arise as a result of facility construction, renovation, or disaster.
- AUTHORITY
The President has given the Vice President for Administration and Finance the responsibility and the authority to ensure that space is allocated according to the guidelines of this policy.
- DEFINITIONS
None
- APPLICABILITY
This policy is applicable to all departments and university employees occupying space owned or leased by the university. - POLICY
Physical facilities must be managed in a manner that best supports the university's mission and provides for the efficient utilization of the university's limited supply of space. No department or operating unit owns the space it occupies or uses. Changing requirements may dictate that space be reallocated from one unit to another. Moreover, departments or units moving into new facilities may not retain control over their old facilities. - PROCEDURES
6.1 Requests For Space
In those circumstances where the resolution of a space problem is not possible at the divisional level, a written request should be submitted through the appropriate vice president to the Associate Vice President Business Services. The request should state the specific purpose for which the space will be used, contain a narrative justification for the request, and provide any supporting data that may be available. The AVP/BS will review and evaluate the request and make a recommendation to the Senior Vice President for Administration and Finance. The assignment and reassignment of departmental priorities on classrooms is determined in consultation with the Provost and Senior Vice President for Academic Affairs. The Provost and Senior Vice President for Academic Affairs is the final authority regarding class scheduling and the assignment of priorities on classrooms within their respective jurisdictions.
6.2 Space Inventory And Room Numbering
Transfers of space between departments or operating units, changes in the use of space within a department, the numbering of new rooms and renumbering of existing rooms, and physical modifications that create a new room or reduce the number of rooms at a given location require the department to contact the Office of Space Management. - RESPONSIBILITIES
The division heads establish priorities for space within their respective divisions and manage the allocation of space to and between departments and units in their divisions. It is expected that intradivisional space allocation decisions will be made at the division level, with ultimate authority resting with the division head.
The Associate Vice President Business Services coordinates requests for space allocation, reallocation, or assignment that cannot be resolved within a single division. The AVP/BS provides written notification of space assignment actions.
The Senior Vice President for Administration and Finance is the final approval and appeal authority for space allocation transactions other than the assignment of priorities on classrooms.
The Director of Institutional Research in coordination with the Office of Space Management is responsible for assigning room numbers, maintaining the facilities room inventory, and conducting space utilization studies. Departments or activities that require assistance with room numbering should contact the Office of Institutional Research for this purpose. Under no circumstances may room numbers be assigned, changed, or modified without the approval of the Director of Institutional Research. The Division of Academic Affairs is responsible for the scheduling of classrooms. Specific procedures for scheduling classes are determined by the Office of University Catalog and Classroom Scheduling.
Heads of departments and operating units control the use and occupancy of the space assigned to their departments or units. - SANCTIONS
Sanctions will be commensurate with the severity and/or frequency of the offense and may include termination of employment. - EXCLUSIONS
Upon recommendation of the Associate Vice President Business Services, or as otherwise deemed necessary, the Senior Vice President for Administration and Finance may declare a condition of space emergency. Circumstances which could lead to a declaration of space emergency include but are not limited to (1) the need to vacate a building during a major renovation; (2) the loss of a leased facility; (3) damage due to fire or other natural disaster; (4) and the existence of a hazard which requires that a facility be removed from service. In dealing with space emergency situations, the Associate Vice President Business Services will give consideration to the possible use of all physical resources available to the university, irrespective of their current assignment. It may be necessary to temporarily reassign space used by one activity to meet the needs of other activities in order to maintain the integrity of the total university program. Once a plan of action has been approved by the Senior Vice President for Administration and Finance, the Associate Vice President Business Services will be responsible for coordinating the actions necessary to implement the plan. - INTERPRETATION
The authority to interpret this policy rests with the president, and is generally delegated to the Associate Vice President Business Services.
Approved by the President: May, 2007
Index Terms
Rooms
Room scheduling
Room use
Space use