Changes in the Use of University Space
Unit directors have responsibility for managing space assigned to their department. (All changes in space must be reported to the Office of Space Analysis and Assignment). If additional space is needed and cannot be accommodated within a unit's existing space allocation, a space request form must be submitted to the respective vice president, or to the respective dean, in the case of academic departments. The dean or vice president can then reallocate space within their division to accommodate the request. If additional space is not available and the request is of high priority, the Vice President will forward the request to the Office of Space Analysis and Assignment (OSAA). OSAA will review the reqeust, perform a space analysis and develop one or more options, working in conjunction with the director (or designee) requesting space. Options will be forwarded to the Vice President for Administration, who in turn will make a recommendation to the other vice presidents. Upon approval of a space recommendation, OSAA will notify the requestor of the space allocation.
The Administration reserves the right to reallocate space, as needed, to align with University priorities. When the University relocates all or a portion of a unit into new space, the space vacated by the unit becomes part of the University's pool for reassignment. Space can be assigned for a specific time period. Such space is considered part of the University's pool of space, not the division's space allocation. If the unit occupying the space desires to extend the allocation, the space request process must be followed.
Space Request Process
The vehicle for requesting space is the Space Request Form. Forms are available for two distinct space requests: Academic (instructional/research/organized research centers) and Non-Academic (administrative). The Department Chair, Principal Investigator or Department Director should complete the form, obtain necessary signatures and forward to their representative on the Space Planning Committee. The representative will review the request with their Vice President and assign a priority of high, medium or low.
The University-wide Space Planning Committee will review the request to ensure that it meets criteria outlined in the Space Allocation Policies excerpted below:
Principles of Space Allocation
1) Space should be allocated and configured to achieve all of the Universitys strategic goals.
2) Existing space should be used to its maximum functionality.
3) Faculty doing specialized work requiring similar functionality of space, equipment, and/or technical support (similar infrastructure needs) should have laboratories in proximity to one another and share core facilities.
4) Research laboratories should be designed by type, and be flexible within type.
5) Specialized spaces should be fully utilized before a duplicate is built.
6) Instructional spaces (classrooms, seminar rooms, laboratories, pod) should be scheduled weekly and each semester in such a way as to maximize their effective use, yet not jeopardize specially designed instructional or research features where such features exist.
7) First priority for assigning, designing, and equipping specialized research space goes to faculty with sustained scholarly and/or creative output (publications, concerts, performances, gallery exhibitions, and so forth). Second priority goes to faculty whose research, scholarship, or creative endeavor is supported by current and/or pending external funding. Third priority goes to new faculty, faculty involved in nascent interdisciplinary research ventures, and continuing faculty (in that order) that require research space and internal support in order to provide the basis for grant-getting and publication. Research space that is not currently contributing to such research productivity is subject to reassignment, renovation, and refurbishing to meet these priorities.
If the request is determined to be in accordance with University mission, the Office of Space Analysis and Assignment will provide an analysis of space need and bring results and space allocation options back to the committee. The committee will then forward recommendations on space allocations to the Vice President of Administration, who will then review with other Vice Presidents or entire Senior Staff, depending upon the nature of the request or recommendation. This will be handled on a case by case basis.
Once space recommendations are approved, the Office of Space Analysis and Assignment will send out notifications of space allocations. Included will be information on how to gain occupancy, keys, furniture, etc. and how to request renovations. It is the responsibility of the person making the request to follow appropriate courses of action to occupy and/or renovate the space.
In order to develop long-term space needs assessments, a Space Request Form should be submitted as soon as a space need is known - especially if specialized space or renovations are required. Requests for additional space should be made at the same time that requests for new personnel lines are made or grant applications are submitted.
As a general
rule, the allocation process will take six to eight weeks. Depending upon the degree of specialization
of space needed and available funding, an additional six to eighteen
months may be needed for design and construction.
Space Planning Committee
The space planning committee will consist of one representative from each division as follows:
Provost/Academic Affairs Research
Student Affairs External Affairs
Administration Physical Facilities
Director of Office of Space Analysis and Assignment: Committee Chairperson
For more information and Space Request Forms, visit the Space Planning Resources website.