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The following principles will underpin University campus space management efforts:

1. Space will be considered as much a University resource as faculty and staff or budget dollars. The physical facilities of the University are an enormous asset crucial to the operations of the campus. Indeed, the number, type, and condition of University spaces help shape all aspects of campus programs and activities.

2. Space will be allocated in a manner which best advances University priorities. University space resources should be deployed in the most efficient and effective manner to best serve programmatic and strategic goals. Although space is allocated to specific users, all space is owned by the University and the University has the responsibility to maintain and service the space. Faculties, departments, colleges and administrative units do not have exclusive rights to the occupancy of space, with the exception of spaces that are built or renovated with grants or federal funds in which certain restrictions apply, for example, facilities built and/or renovated with federal funds earmarked for Cooperative Extension and Cooperative Research. 

3. University space can and will be reassigned. The University values flexibility and recognizes changing curricula, programs, and technologies. Accordingly, space assignments are subject to change to achieve optimal utilization and respond to current and emerging needs.

4. Responsibility for assignment and reassignment of space will generally follow divisional and departmental organizational hierarchies. While any and all space assignments are subject to change based on the authority of the President, the ability to assign and reassign space is generally delegated to each of the Deans and Vice Presidents of their respective units, departments and programs. This authority, which is contingent on compliance with applicable space guidelines and standards, is expected to provide flexibility to Deans and Vice Presidents to address the space needs of their respective areas.

5. Student services and classrooms shall be given priority for the most central and easily accessed locations.

6. Faculty and administrators shall have only one office at the University, regardless of joint appointments, multi-campus activities, and/or span of control. Exceptions include one person fulfilling two permanent positions on a temporary basis.

7. The University will endeavor to maintain adjacencies between departmental faculty, scholarly programs, and related administrative units where building architecture, scheduling and financing allow.

8. Space shall be generally allocated and reassigned in accordance with space type guidelines (established by the Director of the Facilities and Planning).

Space Utilization Committee

As a standing University committee, this group will be comprised of multiple campus constituencies to serve as an advisory body regarding space allocation. Membership shall include at minimum the following:

Deans (4)

Representative for the Athletic Department

Representative for Student Affairs

Representative for Administration and Finance

Representative for Academic Affairs

Representative for University Advancement

Representative for the Office of Design and Construction

Ex officio: Vice Presidents (Academic Affairs; Student Affairs; Administration and Finance; Advancement; and Athletics and Campus Recreation; Campus Culture).

The Space Utilization Committee shall have as its charge the evaluation of space requests and resulting recommendations to the President for action that is based on a campus-wide perspective as well as campus-wide needs. Within its charge, the Space Utilization Committee will assess utilization of spaces such as classrooms, labs, offices, etc., and will evaluate requests for new space.

Planning for Space Needs

The Space Utilization Committee is charged with evaluating space requests and making recommendations to the President; however, it is not within the committee’s purview to authorize, provide, or ensure the funding that may accompany space requests. The following guidelines will apply:

1. It is the Facilities and Planning Department’s responsibility to consider the financial implications of moves and to integrate space planning with other resource planning. Costs associated with discretionary alterations/renovations to a space shall be borne by the user unit. Any such work must be approved and coordinated by the Director of Facilities and Planning to ensure compliance with University standards and regulatory requirements.

2. Space planning decisions may involve complicated move sequences or space alterations; thus it is essential that space needs be planned for as far in advance as possible.

3. In the planning and management of campus facilities, all building space is considered to be an allocable resource subject to continual evaluation in order to achieve the optimal campus-wide level of utilization. To this end, the Director of Facilities and Planning will conduct facilities audits at least every three years (budget permitting) to assist Deans and unit heads in fulfilling their responsibilities for assignment and effective utilization of allocated space and to provide a basis for determining projects to be included in the capital improvement program (new buildings and/or major renovations). Requests for capital improvement projects will be annually solicited from all University departments as well.

Assignment and Effective Use of Space

Once space has been assigned to a school, college or administrative unit, Deans and Vice Presidents may generally assign or reassign space already assigned to that school, college or administrative unit to areas reporting to them. Changes within a unit generally do not require committee approval but must be reported to various campus departments, i.e., Telecommunications, Buildings and Grounds, and Human Resources, via a Web site form. However, in the following cases, the Space Utilization Committee will maintain jurisdiction:

• Any interdivisional reassignments must be approved by the committee. If there is no resolution within the division, the committee will be the venue for the division to find a solution.
• If a space assignment has an identified end date, the space will revert back to the committee for reassignment at the end of the period.
• If a unit vacates assigned space to move to new space, the committee will reassess the use of the space and reassign it if determined to be necessary.
• Any changes in the designated use of a room can be recommended by the committee, i.e., a request to change a faculty office into a conference room.
• Any renovations to a room which will change the square footage of the space may be approved by the committee but is ultimately the decision of the President.

Space Allocation Requests

A Space Allocation Request will be the official method by which a unit asks for space changes. Such a request will be required whenever a unit wants to add to, alter, or exchange its current space assignment. A unit may submit a Space Allocation Request to the chair of the Space Allocation Committee, once approved by the appropriate Dean and/or Vice President. A Space Allocation Request is required for the following activities:

• A new or expanding program whose space needs cannot be met in its current space assignment
• Modifications (renovations, alterations, reconfigurations)
• New buildings, building additions, or acquired property
• Leased space
• Change of use
• Accommodation moves