SUPERCEDED - Ohio University Policy and Procedure

SPACE UTILIZATION AND SCHEDULING

SUPERCEDED on August 3, 2012

Current Version



Procedure No.:   01.024

Page No.:        1,2,3,4,and 5 of 5

Date Issued:     8/17/98

Issued By:       Tom Daniels



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Purpose

This policy provides principles and procedures designed to support the goal of efficient utilization of space in university facilities on the Athens campus.

Policy

  1. The scope of oversight by the Assistant to the Provost for Space and Planning will include classroom, instructional laboratory, research, and office space, as well as other facilities assigned by the Provost. The functions and office of the Assistant to the Provost for Space and Planning are referred to hereafter as Space Management.

  2. Deans will receive quarterly class schedule plans from their departments/schools. Deans will review the plans before they are submitted to the Registrar's Office to insure that consistency in scheduling practices and the best match of enrollment demand to room size occur throughout the college.

  3. The schedule of each department and school's regular undegraduate class and/or laboratory offerings must meet criteria a, b, and c below. A regular class/laboratory includes classes, laboratories, and discussion sections where an instructor is present on a regular basis with the entire class. This definition does not include special problems, independent study, tutoring sessions, or arranged classes.

    a. At least 15% of the regular undergraduate class and/or laboratory meetings must begin at 8:00 a.m. or 12:00 noon.

    b. At least 15% of the regular undergraduate class and/or laboratory meetings must begin at or after 3:00 p.m.

    c. At least 15% of the regular undergraduate class and/or laboratory meetings must be held on Friday.

  4. In addition to the specific requirements of provision 3, the Provost's Office also recommends strongly the following practices.

    a. High demand undergraduate classes in particular should be scheduled at 8:00 a.m., 12:00 noon, or after 3:00 p.m., and Friday should be included as a meeting day for those classes.

    b. Freshmen and sophomore level classes should be scheduled in one hour time periods. Undergraduate classes generally should not be scheduled for two-hour time periods, especially between the hours of 10:00 a.m. and 2:00 p.m. Classes that may be exceptions to this recommendation are laboratory, screening, studio, and performance classes, particularly when classes involving these activities are a large component of the type of instruction characteristic of the department.

    c. Undergraduate classes should be scheduled on prescribed days based on the number of days a week that the class meets, e.g., a MWF schedule for classes that meet for three credit hours per week or any combination of days that includes Fridays for classes that meet four or five credit hours per week. This guideline applies to classes that meet between the hours of 8:00 a.m. and 5:00 p.m.

    d. Courses for majors should be scheduled on Fridays and at the hours of 8:00 a.m., 12:00 noon, and after 3:00 p.m. so that conflicts with elective courses can be reduced.

    e. Labs should not be scheduled contiguously with the lecture period (e.g., avoid scheduling a 9 - 10 lecture followed by a 10-12 lab) so that laboratory space may be better utilized, and students can maximize their opportunity to schedule other courses.

  5. After the initial class schedule and room assignments have been received from the Dean's offices, the Registrar's Office will place all remaining space in the University-wide pool for classroom allocation in order to insure maximum utilization of space through the following steps.

    a. The initial schedule plans for each department and school will be checked for conflicts.

    b. Once schedule plans are checked, all remaining space will be available for assignment to classes in departments or schools needing spaces for classes. Classroom needs will be filled by the Registrar's Office from this "pool" of unscheduled rooms and hours.

    c. Departments and schools must report any change of scheduled use of classrooms to the Registrar's Office.

    d. Deans may request that special use rooms be kept out of the "pool" by filing the Space Exclusion Request form with Space Management (see provision 13). The total number of such rooms in each college should be small, and requests for exclusion from the pool will be reviewed by Space Management.

  6. Facilities Planning will consult with Space Management on all assignments of Ridges space and swing space required during capital projects. Facilities Planning also will inform appropriate agents of all assignments to swing space. Designations of facilities as swing space will be approved by the Provost and the Vice President for Administration.

  7. Facilities Planning will consult with Space Executive Committee, Space Advisory Council, and appropriate planning unit heads during the planning of capital requests and capital projects. For this purpose, the Director of Facilities Planning and Associate Provost for Space and Planning are ex officio members of the Space Advisory Council's Capital Planning Advisory Group.

  8. When space is recovered through relocation, reduction, or elimination of a unit or a function, Space Management will assume control of the recovered space. Space Management will collaborate with Facilities Planning and the Space Advisory Council to determine the disposition of the recovered space (i.e., reassignment, deactivation, and/or renovation). Space Management will consult with appropriate planning unit heads during this process.

  9. The Vice President for Research will determine assignments of space under the dedicated control of that office. Designation of facilities for dedicated control by the Vice President for Research will be approved by the Provost. The Vice President for Research will inform Space Management of these designations, assignments to dedicated research space, and changes in assignments.

  10. Principal investigators/directors will report to the Office of Research and Sponsored Programs any space that is in plan or practice utilized for sponsored research and/or programs. They also will report any changes in the use of space during the course of sponsored projects. The Office of Research and Sponsored Programs will inform Institutional Research of designations and changes in research space. Institutional Research will maintain an inventory of reported research space and identify research space which serves a joint benefit.

  11. To ensure the effective operation of space utilization policy, Space Management will review classroom and laboratory scheduling and utilization data. Reviews will be based on reports provided to Space Management by Institutional Research and the Registrar. Institutional Research and the Registrar will provide to Space Management any and all reports necessary for scheduling and utilization reviews. Space Management in consultation with appropriate deans may conduct on-site visits to validate utilization and scheduling data. Needs for inventory updates or changes revealed in such visits will be reported by Space Management to Institutional Research.

  12. Responsibility for maintaining and reporting space inventory will reside with Institutional Research, and the Institutional Research space inventory will be the university's official record of space information including room numbers, room assignments to departments, room types (i.e., uses and functions), capacities, and square feet. Space Management and Institutional Research will report to each other any information discrepancies identified in audits. Space Management and Institutional Research will collaborate to maximize recording of reportable space uses and changes. Institutional Research and the Registrar will collaborate to ensure that information on schedulable space in SIS corresponds with the Institutional Research inventory, especially with respect to commonality of building name, room number, function, and capacity.

  13. Requests for use exclusions (i.e., "blocking" or "exempting" rooms from open scheduling at certain times or for certain functions) will be reported to Space Management on the Exclusion Request Form. Exclusion authorizations for a period of more than one year are subject to annual review by Space Management, and Space Management may request verification of the continuance of conditions for which the exclusion was granted. Space Management will report approved exclusions to the Registrar and to Institutional Research.

  14. Any request for new space or proposed change in the function and/or configuration of space estimated at less than $500,000 must be submitted to Space Management for disposition. Examples of reportable changes include, but are not limited to, redesignating a classroom as a lab or office, eliminating for adding room partitions, altering classroom seating by changing the style and or number of desks/chairs in the room. Proposals should be submitted on the Space and Renovation Request Form. All requests for new space or for central funding to support space projects will be referred to the Space Management Advisory Group of the Space Advisory Council for review each winter quarter. Accordingly, the Assistant Director of Fqacilities Management for Renovations and the Associate Provost for Space and Planning serve ex officio on the Space Management Advisory Group.

    Approved changes that do not entail renovations will be reported to Institutional Research by the Space Management. Changes involving renovations will be reported to Institutional Research by Facilities Management. Approved changes in the function or configuration of schedulable space will be reported to the Registrar by Institutional Research.

  15. Interior decorating or finishing projects executed with unit funds in the unit's existing space and without changes in the function or configuration of space may proceed through Facilities Management without Space Management approval, but such renovations must be approved by the head of the planning unit in charge of the space and reported to Space Management before they are carried out.

  16. Space Management will collaborate with the appropriate agents to fund and conduct a continuous program of classroom maintenance and a cyclical program of classroom renovation including media upgrades/replacements. Any specific project to be performed under this program must be approved by the head of the planning unit in charge of the space affected by the project.

  17. In order to improve the efficiency and effectiveness of space utilization, Space Management may recommend changes in scheduling or utilization practices to appropriate planning unit heads or, with approval of the Provost, require such changes.

  18. A Space Advisory Council will review Space Management actions, advise Space Management on actions to be taken under other provisions in this policy, and suggest responses to space and capital improvement needs. The Space Advisory Council consists of two groups. One group, the Space Management Advisory Group, advises the Space Executive Committee on non-capital space management issues, including request for new space, space projects requiring central funding, and review of Space Management actions under this policy. The other group, the capital plans into specific projects for any given biennium. The Capital Planning Advisory Group also will provide input continuously to Facilities Planning and the Space Executive Committee on the state of the instituion's capital needs and piorities.

    The Space Advisory Council includes representation from each Athens campus planning unit. The colleges of Arts & Sciences, Business, Communication, Education, Engineering & Technology, Fine Arts, and Health & Human Services supply faculty representatives. Arts & Sciences has one additional faculty representative, and four additional positions are occupied by deans’office staff from the above colleges on a rotating basis.

    In order to allow for unit rotation between groups, the Office of Institutional Research has permanent membership on space management group only. Each planning unit except Institutional Research will alternate its periods of service between the two groups, although Arts & Sciences always will have a representative in each group.

    Each group of the Space Advisory Council will elect a chairperson, and the two chairpersons will serve on the Space Executive Committee. The Space Executive Committee also includes the Provost, Vice President for Administration, Associate Provost for Space and Planning, as well as the Director of Facilities Planning, and Director of Facilities Management as ex officio members. The Space Executive Committee is the agency responsible for final space management, basic renovation, and capital improvement recommendations to the president.

  19. Any renting, contracting, or leasing of property using college, departmental, grant or planning unit funds must be approved by Space Management and reviewed by Legal Affairs.

  20. Planning unit heads will ensure unit compliance with all relevant provisions of this policy. Variences from any provision in this policy must be approved by Space Management.



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Dick Piccard revised this file (http://www.ohio.edu/policy/s01-024.html) on August 3, 2012.

Please E-mail any comments or suggestions to "policy@ohio.edu".