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University of Regina Policy

Space Management and Allocation

Category:Operations
Number:OPS-040-005
Audience:All University employees
Issued:March 19, 2005
Revised:August 28, 2026
Owner(s):AVP (Facilities Management)
Approved by:VP (Administration)
Contact:Director, Planning, Design and Construction (Facilities Management) - 306-337-2221

Introduction

Under articles 61 and 62 of The University of Regina Act, the University’s Board of Governors has responsibility for the management, administration, and maintenance of all University property, a responsibility it has delegated to management. The Board of Governors has also approved the University’s Campus Master Plan, which includes space planning principles that guide the creation and application of this policy.

All space at the University of Regina (including leased space) is University space. The allocation of space to a particular unit is made based on its bona fide space needs. Immediate responsibility for a unit’s space rests with the Dean, Associate Vice-President, or Director of that unit. In addition to space allocated to Facilities Management (FM), FM also has responsibility for corridors and common areas. All campus space will be managed in compliance with the National Building Code of Canada (NBC) and the National Fire Code of Canada (NFC). Those responsible will be referred to in this policy as Unit Space Coordinators, and all Unit Space Coordinators are expected to make the best possible and safe use of their allocated space.  All allocations of space to managers will be made by the Space Allocation Committee (SAC). All decisions related to the allocation and use of space will be made in the best interests of the University.

Definitions

Policy

Space allocation will be guided by the following principles:

  • Space will be allocated optimally and in the best interests of the University.
  • The functional use of space may not be changed without consultation and support from and the approval of the SAC.  Any change in function must not compromise the University’s ability to meet its teaching and research mission and will be assessed by FM.
  • When requesting additional space, the Unit Space Coordinator is responsible for demonstrating that emerging space needs cannot be met from within the unit’s current space allocation. This request must be approved by the supervising member of the President's Executive Team and then forwarded to FM for consideration.
  • Units are encouraged to work together to seek joint resolution of their common space needs (temporary or continuing). Unit Space Coordinators will include FM in these joint discussions and will be referred to the SAC.
  • To achieve critical institutional needs or priorities, space may be reallocated at the discretion of the SAC.
  • When possible, space will be held in reserve to be used to support temporary allocations or transitional space needs.
  • Remote/flexible work arrangements may impact space allocation decisions.
  • Requests for temporary use of corridor space, such as permission to set up display tables in corridors or common areas, will be subject to approval from FM via a FAMIS work order request.

Roles and Responsibilities

Facilities Management

  • Planning, design, construction, operations (not the use) and maintenance of all University facilities.
  • Maintaining the official space inventory including comparisons of allocated space with the COU space inventory classification system and the University’s space standards.
  • Completing annual space reviews to evaluate the efficiency and use of space. Copies of the final reports will be provided to each unit and will include a Space Utilization Report and colour space plans showing allocations including shared spaces for each faculty/unit. Following the completion of the space reviews, a campus-wide report and update will be provided to the SAC.
  • FM is responsible for the general upkeep and status quo maintenance of all University-owned space. FM will recover operational costs for leased space.
  • Determination of the requirement for renovations and/or alterations of space is the joint responsibility of FM and Unit Space Coordinators. The unit requesting renovations and/or alterations will be responsible for costs to renovate the space allocated to them. In extenuating circumstances, FM may contribute financial resources to the renovation if it qualifies for capital investment and meets base building infrastructure requirements. Subject to funding availability, FM is responsible for renovation and alteration of Registrar-controlled classrooms.
  • The development and management of all lease agreements, excluding those managed by Student Affairs, (whether the University of Regina is lessor or lessee) is managed by FM and must be approved by the SAC. Space acquired through a lease agreement is considered University space.

Student Affairs

  • Student Affairs is responsible to manage space allocated for ancillary services, including but not limited to, food services, housing and student wellness.
  • Student Affairs and Facilities Management jointly administer the University/student organization operating agreement that identifies delegated space and relevant space management responsibilities (e.g. public corridors and common spaces).

The Registrar

  • The Registrar is responsible for the scheduling of all classrooms allocated to the Registrar and advising Facilities Management, in conjunction with Faculties, of the best use and suitability of these classrooms. For more information, see the Class Scheduling Policy OPS-040-015.

Unit Space Coordinators

  • Ensuring the safe, effective, and efficient use of the space allocated to their unit.
  • Providing FM with information necessary to assess their unit’s space needs.
  • Budgeting and paying for any functional or discretionary improvements to space allocated to their unit.

The Space Allocation Committee

  • Managing and approving the allocation of all University space.

Consequences for Noncompliance

Noncompliance with this policy will result in either the inappropriate use or inefficient use of University space.  Unit Space Coordinators who are noncompliant may face disciplinary action up to and including dismissal from their position at the University.  SAC may also remove space from a non-compliant Unit and reallocate it for other purposes.

Processes

Space Allocation Committee

Members

  • Vice-President (Administration) – Chair
  • President and Vice-Chancellor
  • Provost and Vice-President (Academic)
  • Vice-President (Research)
  • Associate Vice-President (Facilities Management)

Committee Resources

  • Director, Planning, Design and Construction (Facilities Management)
  • Manager, Campus Planning and Design (Facilities Management)
  • The Registrar

Terms of Reference

The SAC will make its decisions based upon institutional priorities, input from Unit Space Coordinators and the assessment of space needs carried out by Facilities Management.  All decisions will be reported, in writing, to Unit Space Coordinators.

Decisions will be reached via the following process:

  • Unit Space Coordinators will regularly provide Facilities Management with a comprehensive description of their space needs.  Facilities Management space planners are available to each unit to provide assistance. 
  • The functional use of space may not be changed without consultation and support from and the approval of the SAC. Any change in function must not compromise the University's ability to meet its teaching and research mission and will be assessed by FM.
  • When requesting additional space, the Unit Space Coordinator is responsible for demonstrating that emerging space needs cannot be met from within the unit’s current space allocation. This request must be approved by the supervising member of the President's Executive Team and then forwarded to FM for consideration.
  • Availability of newly constructed space will be assigned during the functional design for a particular unit or purpose.
  • When space becomes available through the relocation of previous occupants, the SAC will determine the usage for the vacated space - reserve or allocated to a particular unit.
  • Temporary space allocations (up to six months) can be authorized from the reserve space by the Associate Vice-President (Facilities Management) and reported to the SAC; longer temporary arrangements require the approval of the SAC.
  • Units are encouraged to work together to seek joint resolution of their common space needs (temporary or continuing). Unit Space Coordinators will include FM in these joint discussions and will be referred to the SAC.
  • SAC decisions will be communicated to all Unit Space Coordinators and posted on the Space Allocation Committee web page (minutes on URSource) and added to the FM space database.  Details will include the dates on which the space is made available to the Unit Space Coordinator and, in the case of reserve space, the date on which occupancy expires.  The period of occupancy will be extended through the above process.
  • Unit Space Coordinators may propose to Facilities Management a change in the functional use of space.  Facilities Management will provide the proposal and any additional information to the SAC for consideration.
  • Unit Space Coordinators may make requests for very short-term use of reserve space assigned to Facilities Management at any time.

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