Space Standards
Policy
May 2014 – DRAFT (V1)
A guide to developing a sustainable estate at
Aston University.
Space Standards Policy
1.0 Introduction
The University’s estate is an important and expensive resource and, in terms of costs to provide and maintain
that space, is second only to salary costs. So that the estate can be maintained in a fit for purpose condition it is
imperative that the size of the estate does not exceed that which is financially sustainable.
The University exceeds HEFCE’s prediction of the estate size by 48% (2011/12) and an Estate Strategy has been
developed to improve and reduce the size of the estate. This Space Standards Policy defines the framework by
which all space should be allocated which will improve space efficiency and help to deliver the Estate Strategy
and other Master Development Plans.
Improved space efficiency is also vital in achieving the University’s carbon reduction targets; reducing the estate
will help to cut overall emissions and open plan offices will result in more effective use of resources and easier
access to shared printers and recycling facilities. Shared open offices and more efficient use of space will also
mean a reduction in heating and lighting needs, helping to offset future increases in energy costs.
A move towards more open plan office accommodation as above would benefit the University in a number of
other ways;
 Open plan creates a more flexible space which can better accommodate departmental changes over
time.
 The need to reconfigure the building is reduced therefore lowering future build costs and building
materials required.
 Easier to relocate staff therefore reducing move costs.
 Improved interaction between teams and departments.
The University shall seek to increase the use of open plan accommodation across the campus to take advantage
of the financial, departmental and environmental benefits.
2.0 Method
There are a number of methods described in this document for allocation of space. Generic space norms are
detailed for office space/general teaching space in order to be fair, transparent and consistent across the
disciplines. However due to the varying and sometimes specialist requirements of laboratory type space a
selection of allocation methods have been specified. It is expected that this document will evolve over time as
best practice is established and developed.
3.0 General Principles of Space Allocation
These guiding principles apply to the whole estate and will help to improve space efficiency.
3.1 At all times space is owned by the University and shall be allocated as described in this document.
3.2 Space shall be allocated on clear actual needs rather than space that may be available or desired.
3.3 All space, new and existing, shall be allocated according to the standards set in this document when
affected by refurbishments, moves or projects irrespective of the instigator of such activities.
3.4 Circulation and non-usable areas, including the inner duplicate corridors along the wings of the Main
Building, shall be reduced wherever possible.
3.5 Where practicable Schools and Departments shall share space where common functions exist, i.e. lab
space, common rooms etc to reduce duplication of activity.
3.6 Store rooms or ancillary functions shall be located in windowless areas and not within spaces which could
be used as office or teaching space. Archives or storage not accessed daily shall be located in an
appropriate space on the lower ground floor or basement of the Main Building or an equivalent area in
other properties.
3.7 Departments cannot legitimately retain space that remains vacant or that is being ineffectively used if there
is another pertinent need for that space.
4.0 Office Space
Although the policy outlines maximum allowances for space it is recognised that there will be an element of ‘bad
fit’ imposed by the building layout, particularly in the Main Building, and it is expected that sensible allowances
will be made for this both above and below the space norms where appropriate.
The following table reflects the latest research and outcomes from working up the design proposal for the exBirmingham City University site with external architects. During this process various designs and space norms
were explored to determine the optimum layout that balanced the need to create efficient space with academic
requirements. It was determined that offices from 8-9m² were the most reasonable solution that achieved both
objectives and the policy has therefore been updated to reflect this. See appendix 2 for space allowances that
are in use at other institutions within the sector.
4.1 Staff Space Standards
Staff/Student (Full Time Only)
Individual Cellular Office
Executive Dean / Executive Team
Associate Dean / Professor / Reader /
Senior Lecturer / Lecturer / Teaching
Fellow / Academic Support Officer
Not exceeding 15 m²
Not exceeding 9 m²
University Management / Senior Admin
/ Support Staff / Sessional Staff /
Visiting Lecturers / Research Fellows
Non-Lab Researcher / Non-Lab Post
Docs / Graduate Teaching Assistants
(Generally Non-Tutorial Staff)
Support Staff / PA’s / Administrators /
Clerical Staff
Researcher or Post Doc also using
Laboratory Space
Post Graduate Research Students
(Within a new build or major
refurbishment offices shall be created
between 8 - 9 m² depending on the
nature of the project).
-
Multi-Occupancy Office (Shared
or Open Plan) **
6 m² per person*
6 m² per person*
(Individual cellular office provided under
very rare circumstances for permanent
staff only, up to 9m²)
-
6 m² per person*
-
6 m² per person*
-
4 m² per person*
-
4 m² per person for an individual
desk or
4 m² per desk for ‘drop in’ or shared
desk facilities (generally lab based
PGR or where space is limited) ***
Office Space Summary Table (Figure 1)
* Where staff use open plan space appropriate support/breakout areas shall be provided.
** The area specified allows for circulation, access to workstations and general storage.
***4 m² shall be the normal allocation where ceiling heights exceed 2.8m. Where ceiling heights are lower the
allowance will be increased as appropriate.
4.2 General Principles





Open plan or shared areas shall be encouraged where possible.
Only one desk or work area shall be allocated per person. If staff are required to work in more than one
area or department then hot desk facilities shall be arranged locally.
Office space allocation in figure 1 should be viewed as a maximum rather than an entitlement.
Non-Academic staff shall normally be expected to work in a multiple occupancy office or be located in
open plan.
Post Graduate Taught Students shall use central or departmental learning/study areas and will not
normally be allocated dedicated workstations or drop in facilities.
4.3 Layout and Configuration
 It is important to note that every department may work in different ways and may have different
requirements to other areas. There is not one layout that will function well for all teams, however the
general principles outlined below shall be incorporated into each area even though overall layouts may
differ.
 In the interests of reducing barriers, reducing building change/cost over time and increasing
communication and flexibility it should be considered whether it is appropriate for open plans teams to
share the same space rather than be physically segregated by constructing walls. Unless otherwise
agreed, it shall be standard practice within subject areas for the following teams to share space where
the building layout allows; administrative staff, researchers, technical staff, sessionals and post graduate
research students. Admin or support departments shall also share space with other such departments.
In order to allow future flexibility furniture, rather than a physical building structure, may be used to create
a distinction if necessary.
 Desks within open plan areas shall generally be arranged in clusters (usually 4 to 6 desks) with staff
facing each other rather than in a ‘U’ shape configuration. Research suggests that within a cluster
arrangement occupants feel more comfortable and part of a team. See figure 2 (multi-occupancy space).
 It is desirable for staff to have access to a window although unfortunately this will not be physically
possible for all staff due to the configuration and deep footprint within University properties. In order to
design a layout that provides sufficient and adequate accommodation for the particular staff
demographic within a given group, it will be necessary to create some individual offices and open plan
spaces within inner building areas.
 Where staff sit in open plan space small work rooms may be allocated at a ratio of circa 1 work room for
every 20 desks. These shall be for staff to use to work in private when required, the rooms will be
controlled locally and a booking system may be operated. The rooms may also double for small
meetings and shall be up to 10 m². Modular furniture may also be used provide to this function.
4.4 HSE Guidance
The Workplace (Health, Safety and Welfare) Regulations 1992 outline a wide range of health, safety and
welfare issues which apply to most workplaces. The Health and Safety Executive issue guidance for
establishing good practice regarding the Workplace Regulations. The following is an excerpt from that guide;
“Workrooms should have enough free space to allow people to move about with ease. The volume of the
room when empty, divided by the number of people normally working in it, should be at least 11 cubic
metres. All or part of a room over 3.0 m high should be counted as 3.0 m high. 11 cubic metres per
person is a minimum and may be insufficient depending on the layout, contents and the nature of the
work.”
The above extract outlines that space per person in an open plan or shared environment is calculated by
dividing the area of the entire room by the number of staff using that room, Aston’s space allowances have
subsequently been based upon this methodology. As illustrated by figure 2 (multi-occupancy space), a 24m²
office supports 4 staff at 6m² per person which includes the individual workstation plus circulation space and
general storage etc.
Within the Main Building where ceiling heights are generally at least 3m high and using the standard allocation
of 6m² per person in open plan, the resulting cubic area per person is significantly in excess of the minimum
requirements at 18m³. Across other University properties where the ceiling heights vary, the resulting cubic
areas per person still positively exceed the minimum.
Figure 2 – Office Configurations
To follow the conclusion of the ‘Office Concept Feasibility Study’ for Main Building in June outline concepts for
academic offices areas will be added here.
4.5 Furniture;
The extract from the AU Main Building Refurbishment Guidelines below details the standard furniture that is
depicted in the figures above. This shall be the furniture to be used in existing areas, however within new build
or major redevelopments an alternative provision may be used that is of similar size subject to agreement.
Individual Office:
Desk: Wave Desk 1600mm x 1000/800mm (handed as appropriate).
Pedestal: 1 no. under desk pedestal (drawer arrangement chosen by user), light oak finish.
Choice of additional pedestal if appropriate to office arrangement; desk height pedestal (drawer arrangement
chosen by user), light oak finish.
Open Plan Office:
Desk: Wave Desk 1600mm x 1000/800mm (handed as appropriate).
Pedestal: 1 no. under desk pedestal (drawer arrangement chosen by user), light oak finish.
PGR Areas:
Desk: straight desk 1000mm x 800mm or fixed benching at 1000mm width per person.
Storage if required; mobile personal storage units or small lockers.
Chair: X10 task chair with height adjustable arms.
4.6 Part Time Staff/Part Time PGR Students/Sessional Staff
Hours of work shall be taken into account when allocating space and the following shall apply to both
academic and non-academic staff.
 Staff who job share on a non-overlapping basis shall share one workstation.
 Part time staff of between 0.6 and 1.0 FTE status shall be allocated an individual workstation/office as
per the areas described in Figure 1 above.
 Part time PGR Students shall hot desk within a dedicated desk sharing area, ratios of students to desks
will be dependent upon expected hours of attendance.
 Staff of less than 0.6 FTE shall either;
a) share a single workstation with other part time staff where hours of work do not overlap or
b) be allocated an individual desk but in a space that is smaller than that which would be allocated
for full time staff. This space shall be proportional to the number of hours worked. For example two
0.5 FTE senior lecturers would share an office that contains a desk each.
4.7 Visiting Staff
Full time visiting staff shall be allocated an individual workstation in a multiple occupancy office or within
open plan. The individual space allocated shall be up to 6 m² per person and shall be within the
department’s current space. Visiting staff who are not expected to be in the office full time shall use drop-in
facilities or be allocated space proportional to hours worked as per item 4.6 b.
4.8 Emeritus Staff
Emeritus staff who are still highly active within the University will be allocated office/work space as agreed on
an individual basis between the relevant School of study and the consultation team as part of the Space
Change Process, described in appendix 3. Emeritus staff who are expected to be in the office less than 60%
of the week shall be encouraged to use drop-in facilities or shared accommodation also agreed on an
individual basis.
4.9 Study Leave
Offices of staff on study leave or leave of absence shall be used to meet accommodation needs where
possible, for example to provide temporary accommodation for visiting fellows, tutorial/meeting space or
1:2:1 exams.
5.0 Meeting Rooms
Meeting room availability should be accessible to all via Celcat however the booking of rooms is departmentally
controlled. Meeting rooms shall continue to be booked by local departments in the short term however the overall
control of meeting rooms has been centralised where all meetings rooms were made available for all staff to use.
Meeting room utilisation rates are very low (10% in 2012/13 with 8 out of 30 rooms having no surveyed usage
during the survey week). Therefore the total number of meeting rooms shall not increase until the utilisation
improves, however the location and local booking department may change. There is a general perception that
there is insufficient meeting spaces available, however the statistics do not currently support this view. This
requires further investigation as there may be other contributing factors such as awareness of rooms or the
means of booking. Workrooms/private spaces to support open plan working shall be considered separately to
meeting rooms and will not be centrally booked.
6.0 General Teaching Space (this section shall be informed by the CLIPP review expected early summer 2014)
The University shall seek to bring all generic spaces within all buildings (seminar rooms, lecture theatres,
classrooms and training rooms) into the central pool ensuring that the space is available to all via the annual
timetabling process. Only small specialist areas shall remain in departmental control. During 2010/11 69.5% of
generic seminar/lecture theatre space was centrally controlled, increasing to 82% in 2012/13. The University shall
seek to continue this process where feasible. Currently no computer teaching rooms are centrally controlled,
however the PC Lab Strategy (Autumn 2014) is expected to define a direction.
The following norms shall apply to both centrally pooled teaching space and departmentally controlled areas.
Teaching Spaces Summary Table (Figure 2)
Room Type
Lecture Theatre (flat or raked in rows)
Lecture Theatre (Harvard style)
Classroom (informal seating arrangement)
Seminar Room (standard & collaborative layout)
Computer Room (includes open access areas)
Area per Student Workplace
0.8 m²
1 m²
1.3 m²
1.8 m²
2.2 m² in row arrangement
6.1 Teaching Laboratories
Due to the varied and sometimes specialist nature of lab requirements in terms of equipment, layout, activity,
delivery and discipline, setting fixed norms may not be appropriate. These labs will be assessed or planned
on a case by case basis using one or a combination of methods in order to establish space needs. Those
methods shall be:
 Observed utilisation of existing spaces (occupancy rate and frequency rates) if replacing or extending
the space.
 HEFCE SMG ‘Space Assessment Model’, where needs are calculated from student FTE numbers, hours
of instruction and target utilisation levels.
 Scaled drawing mapping out the area, generally used where areas will contain a high proportion of
equipment, sizable apparatus or be highly specialist.
 Broad norms by subject calculated by external consultants who have worked closely with the University
or within the sector.
7.0 Research Laboratories
New labs and labs undergoing major refurbishment shall normally be allocated on a shared basis by subject,
function or where synergies exist. These larger shared labs will accommodate several research groups and
can better accommodate the ebb and flow between those groups over time. Allocation of labs to individual
research leads will need to be justified on a case by case basis and will be evaluated during the Space
Change Process, described in appendix 3.
Research spaces can also be highly specialised and will be affected by some of the factors listed in section
6.1. Again these will be dealt with on a case by case basis as per the methods described in the previous
section but with the addition of:
 The Wellcome Trust’s ‘Guidance on Layout and Space Standards for Biomedical Laboratory Buildings’
which specifies ratios and ranges of space for different activities in and associated with a research
laboratory.
 Research income per m² will be established and benchmarked against University targets to help
determine need. A University target is to be established.
8.0 Appeals
It is generally expected that space be allocated as per this policy and affected staff and departments will be
consulted with prior to the changes being implemented. However, following discussions with Estates staff, if
there is still a disagreement then the individual may form an appeal to be heard by an independent panel. See
Appendix 3 for details of the Space Change Process.
Space Policy Appendices
Appendix 1 – Office Images
These images depict open plan office space in use across the University and also provides examples of spaces
currently in use that are in line with the space norms outlined in the space policy.
EAS School Centre Back Office, Main Building First Floor
Estates & Capital Development Office, Main Building Seventh Floor
ABS, ABS Sixth Floor
MB3rd floor, Medicinal Chemistry Office where researchers and PGR students share open plan space
MB3rd floor, Medicinal Chemistry Academic Office at 8sqm.
Example of modular furniture for creating more private working areas within open plan spaces
Appendix 2 - Aston Space Standards Compared to Other Institutions.
Institution
Academic
Non-Academic
Shared Office/
Open Plan
Aston University
8-9m² individual office
(15m² for Exec Team) or
6m² shared
6m² shared
6m²
Buckinghamshire New
University
12m² individual office for
Deans/PVC
7.5m² in a shared office (from 650 occupants) for other
academics inc. Profs
7.5m²
7.5m²
City University
9m²
9m²
8m²
Coventry University
University of East
Anglia
7.8m²
7.8m²
Imperial College
10m²
Kings College London
10 -12m² Single Occupancy
University of Leeds
12m² Single Occupancy
University of Leicester
9m² to 12m²
9m² Profs without staff
15 m² Profs with staff (although
9-15m² is the acceptable range)
7m² single occupancy
12m² multi occupancy
8-10m² for all staff, inc. support
spaces. Some academics in
open plan.
9-12m² individual office for full
time academics
13.5-15m² individual office for
full time Profs
8m² offices are in place in some
recent developments
University of Lincoln
University of Liverpool
London Metropolitan
University
London School of
Economics
Uni. of Manchester
University of
Nottingham
6m² per desk plus 4 m²
for support space
10m²
5m² to 7.5m²
Multi-Occupancy
5m² to 8m²
7m² single occupancy
12m² multi occupancy
8-10m² for all staff, inc.
support spaces. Open
plan
8-10m² for all staff, inc.
support spaces.
4-6m²
4-6m²
7m² to 15m²
9m² – 13m² (Grade 5+
Single Occupancy)
5.42m² per fte lowest
9.2 m² per fte target
12.62m² per fte highest
11m² maximum shared
4.52m² per fte lowest
7.52m² per fte target
10.52m² per fte highest
11m² maximum
University of Sheffield
7m² to 15m² Single Occupancy
9 -18m² (Grade 5+ Single
Occupancy)
5.42m² per fte lowest level
9.2 m² per fte target
12.62m² per fte highest level
11m² maximum shared space
for all except VC/DVC
10m² for all offices
16m² for HOD’s
7m² open plan
7m² open plan
Sheffield Hallam Uni.
6.5m² to 7.5m²
6.5m² to 7.5m²
Strathclyde University
9m²
13m² Senior Lecturer
11m² Lecturer
9m²
7m²
8m²
8m²
Oxford Brookes
University of Salford
Swansea University
University College
Dublin
University of Warwick
11m²
12m² – 14m² Single Occupancy
Multi-Occupancy
Appendix 3 - Space Change Process
The introduction of the Space Standards Policy has enabled better forward planning, the means to utilise
space more efficiently and a transparent and standardised way to allocate space across the University.
The procedure outlined below is the process whereby staff are consulted and may review or appeal against
the proposals.
Space Change Process
1) Consultation.
The Space Standards Policy is the baseline by which all space shall be allocated at the University.
The Space Standards Policy shall be applied whenever a space change is proposed or requested
regardless of who instigated the change, i.e. staff move, reconfiguration, refurbishment etc.
Prior to any proposed changes being implemented there shall be a consultation led by a member of
the Estates team or external associate to discuss any implications or changes to the personal
working or departmental environment of staff.
2) Review
Staff affected by any space change proposal will be given the opportunity to attend a review meeting
with the relevant members of the Estates team to discuss any pressing concerns regarding the
proposals. The purpose of this meeting will be to resolve any issues or matters of concern relating to
the proposals.
3) Appeal
If following a review there continues to be a disagreement regarding the proposals then the case can
be referred to an independent appeals panel. The grounds for appeal will be confined to matters of;
Health and Safety, disability adjustment or efficient and effective working. A staff member may
present their case in person, including supporting papers if appropriate, to the appeal panel. The
member of staff may be accompanied by their local trade union representative and a colleague in a
supportive capacity. The members of the appeal panel will be selected by Estates team and will
comprise;
a) A Chair – normally a member of the Executive Team or their appointed person (panel member)
b) A senior member of the academic staff (panel member)
c) A senior member of the support staff (panel member)
d) A space planning representative (in attendance)
e) Executive Director of Capital Development (in attendance)
No member of the panel will have had any previous involvement in the case and will not be a
member of the same department as the appellant.
The decision will be conveyed to the appellant verbally and confirmed in writing. There can be no
further appeals.
The terms of reference for the appeals panel are;
a) To interpret the space policy.
b) To consider appeals against the space planning proposals in context of the University’s space policy
and the budgetary constraints of the project.
The Executive Operations Group (EOG) will be informed of each decision and has the right to overturn
decisions in the wider interests of the University.
Document Control Sheet
Date of Revision
Items Amended
Approval/Publication
January 2011
First Issue
November 2012
Office allocations reduced to 9 m² maximum or
8-9 m² within new build.
Lecturers included in individual office allocation.
Open plan allocation reduced to 6 m².
Illustrations of working spaces added.
EOG Approval Dec 2011
Tabled at Executive Team
Meeting Mar 2011
Published to intranet Jan 2011
Approved by Vice Chancellor.
Not formally published.
The above information has been added
retrospectively.
May 2014
Space for lab based researchers added.
Shared space for PGR clarified.
Layout and configuration section added.
HSE clarification added.
Office illustrations updated.
Harvard Style lecture theatre norm added.
Computer Lab norm reduced to 2.2 sqm
Space Change Process added.
Comparison of HEI’s space allocation added.
Document Control sheet added.
Draft issued for staff
consultation prior to
EOG/Executive Team
ratification and publication
during summer/autumn 2014.