6.1.3 Space Management and Planning

Introduction

The University's facilities are a resource which should be viewed from an institutional perspective. In order to address changing and unmet space needs, the University must develop effective methods to analyze and evaluate facility requests, plan for campus space needs, and manage and allocate facility resources.

In light of the current shortage of University space, it is critical to develop rules for space allocation, scheduling, and strategies for alleviating pressing needs. As a result, the President has established a University Space Committee to formulate an acceptable planning model which can be used to establish operating policies and procedures.

The University Space Committee is comprised of the President, the Vice President and Provost, the Vice President for Finance and Planning, the Vice President of Student Affairs, and the Vice President for University Advancement. The Committee is chaired by the President. The Assistant Vice President for the Department of Physical Planning and Operations and the Director of the Office of Facilities and Space Planning will serve as nonvoting staff members of the Committee. The Vice Presidents will be entitled to vote on space issues with the ultimate decision resting with the President.

The role of the Committee is to review space matters. These matters may include, but are not limited to, individual space requests, campus-wide space plans, plans for new space, space utilization reports, policies and procedures regulating the use of indoor and outdoor facilities, and other critical space planning issues. The role of the staff is to work through the Deans and Major Administrators to acquire input on space issues, requests, and proposals and to provide technical assistance and guidance to the committee.

Policy

1. Each Vice President will be responsible for allocating space within the facilities currently assigned to his/her unit. Within each Vice Presidential area, the Deans or Major Administrators are responsible for addressing the needs of their own units by assigning and reallocating space from within their current pool of space. Deans or Major Administrators within the same Vice Presidential area are encouraged to communicate and negotiate among themselves to accommodate their space needs.
   
   Space assignment proposals by subunits must be approved by the Deans or Major Administrators prior to reassignment and relocation. In the case of units that do not report to Vice Presidents, i.e., Information Systems, Athletics, University Internal Auditor, Legal Counsel, etc., the President's Office will serve as the Major Administrator for space allocation decisions directly affecting these units. Upon written request, the Office of Facilities and Space Planning will provide information and technical assistance to evaluate the actual and proposed needs, explore various options, and provide advice to the Dean or Major Administrator.
   
   
2. When space problems cannot be resolved within the space currently assigned to the college or administrative/support service unit, the Dean or Major Administrator should forward a written request to his/her Vice President requesting assistance in obtaining additional or modified space within the Vice Presidential area. The Office of Facilities and Space Planning will work jointly with the Vice President or designated representative to explore various alternatives which exist within their assigned pool of space.
3. When the Vice President is unable to address the needs from within his/her assigned pool of space, a written request should be forwarded to the university Space Committee. Upon receipt of the request, the Office of Facilities and Space Planning will compile the necessary information for the Committee to review and evaluate.
4. Vice Presidents should forward written requests for new space to the Committee for consideration. New space is defined as space that is newly acquired or constructed by the University and space that is vacated as a result of relocation of a unit/office to newly acquired or constructed facilities. For example, if the University acquires a new office building and five faculty offices are relocated to the new building, the new space consists of the offices in the new facility and the five offices vacated as a result of the faculty moving to the new building. Space vacated as a result of moving into new space will not automatically be retained by the respective Dean or Major Administrator or remain within the respective Vice President's pool of space.

When new space becomes available in Vice Presidential areas, the Office of Facilities and Space Planning will discuss this space with the University Space Committee to see if it is eligible for an RFP and to determine any restrictions to be included in the RFP. If an RFP for the space is made, proposals should be submitted through the respective Vice President to the University Space Committee.

The Office of Facilities and Space Planning will work jointly with each Vice President or designated representatives to identify space and facility program requirements and to prepare various options for the Committee's consideration. New and existing space is considered to be a University resource that will be allocated according to the priorities established by the Committee.