Space Management and Allocation

Category: Operations
Number: OPS-040-005
Audience: All University employees
Issued: March 19, 2005
Revised: July 22, 2014
Owner(s): AVP (Facilities Management)
Approved by: VP (Administration)
Contact: Director, Planning, Design and Construction (Facilities Management) - 306-585-4648

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, embedded within which are found the space planning principles which 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. Those responsible will be referred to in this policy as space managers, and all space managers 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 institution.
  • The functional use of space may not be changed without consultation with and the support of FM and the approval of the SAC.  FM will assess whether there is a change.  Generally speaking, the change in function must not compromise the University’s ability to meet its teaching and research mission.
  • When requesting additional space, the space manager is responsible for demonstrating that emerging space needs cannot be met from within the unit’s current space allocation.  Requests for additional space will be considered only after a formal review by Facilities Management confirms that the space request cannot reasonably be met within the existing space allocated to the unit.
  • Units are encouraged to work together to seek joint resolution of their common space needs (temporary or permanent).  Space managers will include Facilities Management in these joint discussions.
  • Normally, space will not be taken from one space manager to satisfy the space needs of another manager.  However, in extraordinary circumstances, or to achieve critical institutional needs or priorities, space may be reallocated at the discretion of the SAC.
  • The SAC will endeavor to ensure that not all space is fully allocated.  Space will be held in reserve, on a continuous basis, to be used to support temporary allocations or transitional space needs.

Roles and Responsibilities

Facilities Management

  • Facilities Management is responsible for the planning, design, construction, operations (not the use) and maintenance of all University facilities.
  • Facilities Management is responsible for the official space inventory including comparisons of allocated space with the Saskatchewan COU space inventory classification system and the University’s space standards.
  • Facilities Management is responsible for the temporary allocation of reserve space to a unit for up to and including six months in duration to meet that unit’s short term needs.  Any unit on campus may be approached by Facilities Management to help with short term needs of another unit.
  • Facilities Management is responsible for the general upkeep and status quo maintenance of all space with the exception of leased space.  Leased space is typically maintained by the owner.
  • Determination of the requirement for renovations and/or alterations of space is the joint responsibility of Facilities Management and space managers. Typically, the unit will be responsible for costs to renovate the space allocated to them. In some unique circumstances, FM may contribute to the renovation if the renovation also meets infrastructure needs and it qualifies for capital investment. The only exception to this rule is for Registrar-controlled classrooms - Facilities Management is solely responsible for the renovation and alteration of these classrooms.
  • The acquisition of all leased space is managed by FM and must be approved by the SAC. Space acquired through a lease agreement is considered University space.

Office of Resource Planning

  • The Office of Resource Planning is responsible for providing institutional data to be used in calculating space usage reports.

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. 

Space Managers

  • Space Managers are responsible for the safe, effective, and efficient use of the space allocated to their unit.
  • Space Managers will provide Facilities Management with all of the information necessary to assess their unit’s space needs.
  • Space Managers are financially responsible for any functional or discretionary improvements to space allocated to their unit.
  • Renovation and alteration of a unit’s space is the joint responsibility of Facilities Management and space managers. Typically, the unit will be responsible for costs to renovate the space allocated to them. In some unique circumstances, FM may contribute to the renovation if the renovation also meets infrastructure needs and it qualifies for capital investment. The only exception to this rule is for Registrar controlled classrooms - FM is solely responsible for the renovation and alteration of these classrooms.

The Space Allocation Committee

  • The SAC is responsible for both the long-term (continuing) allocation and temporary allocation (for greater than six months) of all University space.

Consequences for Noncompliance

Noncompliance with this policy will result in either the inappropriate use or waste of University resources.  Space managers found noncompliant may face disciplinary action up to and including dismissal from their position at the University.  SAC may also remove the space from the Unit and allocate it for other purposes.

Processes

Space Allocation Committee

Members

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

Committee Resources

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

Terms of Reference

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

Decisions will be reached via the following process:

  • Space managers will regularly provide Facilities Management with a comprehensive description of their space needs.  Facilities Management space planners are assigned to each unit to provide assistance at no cost to the unit.  Requests for space will be considered by the SAC only after it has been determined that they cannot reasonably be met within the existing space allocated to the unit.  Such a determination will be reached following an assessment of space standards as described by the Saskatchewan COU space inventory classification system, usage of current space and the ability of the unit’s current space to meet its functional needs.  This assessment is carried out by Facilities Management planning staff in consultation with the space manager.
  • When space becomes available through new construction it is typically in response to particular needs and will therefore be determined through the design process as to the type of activity it is expected to house (e.g. wet lab, gymnasium, classroom). 
  • When space becomes available through the relocation of previous occupants, the SAC will determine whether the space should be designated reserve or space to be allocated based on the space requests in the queue.
  • Reserve space will either be made available to Facilities Management to allocate to space managers for less than or equal to six months to meet transition or temporary needs, or will be allocated by the SAC to space managers to meet short to medium term needs greater than six months duration.  Temporary allocation will typically not exceed one year.  Facilities Management may approach adjoining or other units to help with temporary space needs.  Space managers are expected to assist if possible without jeopardizing their unit’s operations.
  • SAC decisions will be communicated to all space managers and posted on the Space Allocation Committee web page.  Details will include the dates on which the space is made available to the space manager and, in the case of reserve space, the date on which occupancy expires.  The period of occupancy will not be extended except through the above process.
  • Short-term/temporary sharing or exchange of space may be made between individual managers.  In all such cases, Facilities Management must be informed.  No space may be formally exchanged without the participation of Facilities Management and approval by the SAC.
  • Managers 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.
  • Managers may make requests for very short-term use of reserve space assigned to Facilities Management at any time.

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