Draft - 01.025: Use and Allocation of University Space
Draft
David B. Moore | Vice President for Finance and Administration
Purpose
This policy is to establish a space governance structure to bring clarity, consistency, and practical application to the management of university space, so that space is allocated and used in a manner that meets university strategic needs.
Scope
This policy applies to all space owned or leased by Ohio university and covers all assignable and non-assignable space.
Definitions
- “User” means the individual or unit to which space is allocated. In general, a user is at the unit level, be it department, college, division level or above. However, in some cases, such as research space, a user may be an individual.
- “Internal group(s)” means a group recognized under the university system of organizational structure and accountability (e.g. planning units and their departments, faculty staff, student organizations).
- “External group(s)” means any group or organization that does not fall under the university organizational structure and accountability. This includes members or participants that may be university personnel or alumni.
- “Student(s)” means any person from the time they accept admission to Ohio university up through the date of graduation. This includes new students at orientation and any other person currently enrolled in a credit earning course offered by Ohio university.
- “Student organization group(s)” means a number of students who are associated with each other or a group of students who have satisfied the university’s procedures and requirements for registration or recognition.
- “University group” means an administrative or academic department, unit, center or institute within the university.
- “University space” means any outdoor space, building, or structure that is owned, leased, operated, or controlled by Ohio university.
- “Assignable space” means areas of a building available for assignment to an occupant or for specific or shared use.
- “Non-Assignable space” means areas of a building not available for assignment to an occupant or for specific use, but necessary for the general operation of a building.
- “Research space” means any space that is primarily used to conduct research activities.
- “Learning space” means any space that is primarily used to conduct teaching activities.
- “Office space” means any space that is primarily used to conduct administrative work in order to support and realize the various goals of the university.
- “Space governance committee” is responsible for major approvals and typically composed of a cross section of university leadership.
- “Space working group” is responsible for collaborating with OHIO stakeholders and committees on the development of alternatives, recommendations and the approval of minor space moves. These groups should comprise of a variety of stakeholders applicable for the topic.
- “Subgroups” the space governance committee may establish formal subcommittees to serve as liaisons, provide thought leadership and provide recommendations to the approval committees. These groups should comprise of a variety of stakeholders applicable for the topic.
Policy Content
- Space is a limited resource and is not owned by schools/colleges, divisions, departments, or current occupants. The ultimate responsibility for allocating space at Ohio university rests with the president. The president delegates this responsibility to the space governance committee. The space governance committee is charged with:
- Optimizing space utilization by periodically reviewing the space inventory, utilization statistics, and other productivity measures and reports;
- Reviewing specific requests for assignment of new, or re-assignment of existing space;
- Determining implementation strategies for or modifications to Ohio university’s “campus space optimization initiative” and master plan;
- Coordinate with internal departments prior to property or building divestment for potential private business use impacts
- Use of university space must be in accordance with Ohio university policy 01.042 “Use of Indoor Spaces”.
- For facilities that have specific policies regarding their use, refer to those directly.
- 24.012 “Use of Athletic Facilities”
- 24.010 “Use of Templeton-Blackburn Alumni Memorial Auditorium”
- Space Governance Committee
- Membership: the space governance committee consists of ten representatives as follows:
- Executive vice president and provost or designee (co-chair)
- Vice president for finance and administration or designee (co-chair)
- Vice president for research and creative activity or designee
- Vice president for student affairs or designee
- Faculty senate representative (non-voting)
- Administrative senate representative (non-voting)
- Student senate representative (non-voting)
- Graduate student senate representative (non-voting)
- University planning & space management representative (non-voting)
- University facilities management representative (non-voting)
- Procedures: The space governance committee meets on a monthly basis during the academic year or as needed. Each representative has a single vote on matters addressed by the committee. A quorum for decisions at meetings is two-thirds of the voting committee representatives. Proxies are permitted when materials are provided in advance with motions. Proxies can be applied to the motions when friendly amendments occur during meetings to clarify language without altering intent. However, proxies become invalid if motions are altered in a way that alters intent. Electronic meetings and voting are allowed. All requests to the committee should be submitted to the university planning & space management department at least two weeks in advance of scheduled committee meetings to ensure review and discussion. The committee retains the right to review late submissions or table any submissions for a later meeting.
- Appeals to the decision of the space committee can be made in writing to the president, whose decision is final.
- Guiding principles: The space governance committee will be guided by the following principles for space use and allocation decisions:
- Space is a limited recourse of the university and is now owned by divisions, departments, or current occupants.
- Space use is to reflect the strategic academic, research, services, and outreach priorities established by the university
- Space requests are considered based on current needs, which factor in existing space allocations and utilization.
- Departments are responsible for ensuring that their allocated space is used efficiently and that they have the funds or can leverage funds necessary to address any additional space and upgrade needs. The space governance committee is unable to help garner funding for an needed improvements, moves, etc.
- Departments are encouraged to collaborate on space such as classrooms, conference rooms, and reception areas.
- Space is a limited recourse of the university and is now owned by divisions, departments, or current occupants.
- Membership: the space governance committee consists of ten representatives as follows:
- Space is a limited resource and is not owned by schools/colleges, divisions, departments, or current occupants. The ultimate responsibility for allocating space at Ohio university rests with the president. The president delegates this responsibility to the space governance committee. The space governance committee is charged with:
- Allocation of Space
Allocation of learning space
Current and new learning space will be allocated to a user by the space governance committee according to the strategic academic priorities of the university. Once learning space is allocated to a user, the user is responsible for appropriate use of the space. The user is not allowed to reallocate the space to another user or utilize the space in a manner that is not consistent with the use outlined in the original allocation. When a user leaves the university but is replaced by another user with the same position description, the allocation of learning space transfers to the new user. When allocated space is vacated for any reason, it reverts to the space governance committee for reallocation. If a user desires to designate the space for a use different from that intended when originally allocated, the space reverts to the space governance committee and a new request for reallocation with a different use purpose must be submitted, reviewed, and approved by the space governance committee before the use category is changed. The committee is permitted to review space for efficiency and recommend or enforce a change in user or use type. Scheduling of learning spaces must be in accordance with university policy 1.024 “Classroom and Laboratory Scheduling”.
Prioritization of learning spaces
Ohio university registrar prioritizes and provides exclusive departmental use of learning spaces. The space governance committee or a designated subgroup will handle all requests for a change in prioritization in an existing learning space, learning space type change (e.g. classroom to a class lab), or exclusive use of a learning space.
Allocation of research space
Current and new research space will be allocated to a user by the space governance committee according to the strategic priorities of the university. Research space shall be allocated according to a priority system listed below from highest to lowest.
- Currently funded research projects;
- Other research activities associated with existing advanced degree programs and undergraduate research programs;
- Research space allocated to currently unfunded research programs that have been funded within the past 2 years;
- Research space allocated for a pending sponsored research proposal;
- Research space allocated for a new faculty startup program;
- Research space allocated for a pending advanced degree program or undergraduate research program;
- Research space allocated for other anticipated near-term new initiatives;
- Research space allocated to a research program that has produced at least one publication in a refereed professional journal within the past 12 months.
In cases where the space governance committee needs to prioritize between competing users for the same space, the above criteria can be used to weigh the decision with higher weights associated with the higher priorities. Consistent with this policy, a procedure may be developed in which the committee applies a formulaic approach to the priorities if necessary to aid decision making. However, the formula should serve only as a guide and not the sole decision-making tool.
Allocation of office space
Current and new office space will be allocated to a user by the space governance committee or delegated subgroup according to the strategic academic priorities of the university. In terms of office space, the allocation is at the department level where the department has the ability to manage office space to the benefit of the unit under the intentions for use as described by the space governance committee at time of allocation. It is understandable that office space may need to be held vacant for a short time, generally less than two semesters, due to normal faculty and staff turnover. However, when allocated office space is vacated for a period of more than two semesters, for any reason, it may revert back to the space governance committee for reallocation if the space governance committee deems it necessary to meet university needs. When a user leaves the university but is replaced by another user with the same position description, the allocation of office space transfers to the new user.