UCPL-4-290
UC Policy Library
Space Allocation Policy
Last Modified
Review Date
Approval Authority
Contact Person
June 2016
November 2016
Director, Learning Resources
Space Management Advisor – Capital Works
Introduction
All University space, whether leased or owned, is available for allocation for the purpose of
supporting the University’s strategic priorities.
The purpose of this document is to
 guide space allocation,
 ensure that space utilisation rates are improved,
 reduce overall built infrastructure, and
 where possible, consolidate core teaching and research activities on the Ilam campus.
Scope
This document applies to all University space whether owned or leased. It does not apply
to Halls of Residence, Childcare Centres or Field Stations.
Definitions
Allocation – an initial allocation of space, reallocation of existing space, allocation of
additional space or conversion of space from one use to another.
Dedicated workspace – an allocation of space that is for the exclusive use of a particular
role. Dedicated workspaces may be shared or single occupancy.
Primary role – the chief or principal role or position of employment enjoyed by a member
of staff.
______________________________________________________________________________________
Space Allocation Policy v. 2.03
Page 1 of 11
© This document is the property of the University of Canterbury.
Once printed this document is considered an uncontrolled version. For the official, current version refer to the UC Policy Library.
UCPL-4-290
Senior Management Team (SMT) – the University committee that advises the ViceChancellor on the strategic direction, management and operation of the University.
Shared workspace – an allocation of space assigned to two or more users.
Space – physical built space either leased or owned by the University.
Space Advisor – the officer within Learning Resources who is responsible for the efficient
management of allocated space and the collection and maintenance of space data.
Specialist facilities – any space type that supports a specific or particular function. As a
consequence specialised spaces are less able to be used for alternative functions.
Examples may include laboratories, observations, data centres, sports clinic, etc.
Staff or staff member – person/s engaged for paid employment with the University by
way of an employment agreement, personal contract, or through official arrangements with
another organisation.
TEFMA – the Tertiary Education Facilities Management Association Inc.
TEFMA Guidelines – TEFMA Space Planning Guidelines Edition 3, 2009 (PDF)
Temporary – effective for a time only; not permanent.
Unit – a generic term referring to any college, school, department, centre, division, service
area or academic unit of the University, as appropriate in the particular context.
User group – a group of persons who are using space in a given location.
Workspace – a space allocated to support work activities; e.g. workstation in open plan
office, desk in shared room, or single occupancy office.
Policy Statement
Space allocations are based on operational requirements and demonstrated need, rather
than on position, title or historical precedent.
No individual, department or college ‘owns’ the space they occupy. All are ‘users’ for a
time and for a purpose. Space allocations are not permanent and are subject to change in
order to support and align with the strategic priorities of the University.
1.
General Principles
1.1.
Space is a central resource of the University. The allocation of space is conducted
in a consistent and strategic manner designed to optimise the productive use of this
resource, and to advance the missions and strategic priorities of the University.
______________________________________________________________________________________
Space Allocation Policy v. 2.03
Page 2 of 11
© This document is the property of the University of Canterbury.
Once printed this document is considered an uncontrolled version. For the official, current version refer to the UC Policy Library.
UCPL-4-290
1.2.
All space utilised by the University is the responsibility of the University and will be
allocated, managed and maintained by Learning Resources.
1.3.
The allocation of space is subject to health and safety standards being met.
1.4.
Space will be allocated to academic or service units on the basis of demonstrated
need and not on historical grounds.
1.5.
Any allocated space is not an entitlement.
1.6.
Once space has been allocated, the Pro-Vice-Chancellor (PVC)/Director/Deputy
Vice-Chancellor (DVC) (or equivalent SMT position) is responsible for the
management of the space allocation so long as space utilisation is consistent with
the criteria and utilisation thresholds set out in this policy. (Refer to section 15.)
1.7.
Where space is allocated to multiple users or organisational units, the management
of the shared space is the joint responsibility of the relevant PVC/Director/DVC (or
equivalent SMT position).
1.8.
If the relevant PVC/Director/DVC (or equivalent SMT position) is unable to agree on
the management of shared space, any of them may refer the issue to the SMT
Space Advisory Sub-Committee for determination.
1.9.
The University seeks to provide collaborative and flexible learning spaces required
to
i.
deliver quality learning and teaching,
ii.
enhance student experience and learning outcomes,
iii.
achieve space optimisation, and
iv.
maximise space utilisation.
1.10. The University seeks to ensure that adequate space is provided for teaching,
research, academic and administrative support, and that it is of good functional
quality.
1.11. The University will consolidate the use of specialist facilities by multidisciplinary
users to realise all available efficiencies. This means that where possible specialist
facilities will be shared.
1.12. The University will centralise services that students would expect to find in a single
location; e.g. Student Services.
1.13. The University seeks to provide visibility and easy access for functional areas that
provide support for students.
1.14. Decisions regarding the allocation of spaces will be made in an open and
transparent manner and in accordance with the principles outlined in this document.
______________________________________________________________________________________
Space Allocation Policy v. 2.03
Page 3 of 11
© This document is the property of the University of Canterbury.
Once printed this document is considered an uncontrolled version. For the official, current version refer to the UC Policy Library.
UCPL-4-290
1.15. Space allocations will take into account optimal co-location arrangements between
units and/or spaces, either as advised by the user or technical groups and approved
by the relevant PVC/Director/DVC (or equivalent SMT position) or in order to
achieve organisational efficiencies.
1.16. No staff member or student will be allocated more than one permanent dedicated
workspace, irrespective of the number of roles performed.
1.17. Sharing of space between units, departments and colleges will become normal
where this promotes improved space utilisation.
2.
Space Utilisation
2.1.
The University uses the Indicative Space Utilisation Rates in the TEFMA Space
Planning Guidelines Edition 3, 2009 (PDF) as a target.
2.2.
The University recognises that a room may be poorly utilised due to its physical
attributes and condition.
2.3.
Vacant or under-utilised space will be reviewed and may be re-allocated or repurposed, following appropriate notice and consultation with the relevant occupant
group and relevant PVC/Director/DVC (or equivalent SMT position).
2.4.
Space utilisation threshold guidelines
Type of staff member
Threshold utilisation
Likely allocation
Full time
More than 3 days/week
Dedicated workspace
Full time
Less than 3 days/week
Shared workspace
Part time
3 full time equivalent days/week
or more
Dedicated workspace
Part time
Less than 3 full time equivalent
days/week
Shared workspace
Thresholds are based on approximately two-thirds of a ‘standard’ workload. Levels
are set at this level to target a moderate utilisation level, which is higher than a
meeting room space, but lower than a centrally timetabled lecture space.
3.
Space Allocation
3.1.
Space allocations are based on a number of criteria including the particular
operational activities requiring support, space utilisation threshold and position
functions. These are not intended as entitlements.
______________________________________________________________________________________
Space Allocation Policy v. 2.03
Page 4 of 11
© This document is the property of the University of Canterbury.
Once printed this document is considered an uncontrolled version. For the official, current version refer to the UC Policy Library.
UCPL-4-290
3.2.
Space allocations are limited by the area, configuration and type of space that is
available for allocation.
3.3.
The Director, Learning Resources is responsible for the negotiation and conclusion
of any lease or licence agreement required with respect to allocation of space to
external users.
4.
Workspace Allocation
4.1.
Workspace allocations are made to colleges and services units, not to individuals.
4.2.
Workspaces will include storage space that considers the needs of the staff working
in that area. Storage spaces are not necessarily dedicated spaces.
4.3.
Allocation of Space to Staff
The following table describes types of workspaces and identifies the indicative
allocation criteria for each.
Type
Description
Dedicated
workspace
Dedicated/exclusive use
by specific users
Staff who spend 3 days / week or
more on-site; do not have a
working from home arrangement
and are not required to attend
other UC or non-UC sites
Shared
workspace
Workspaces that are
shared temporarily by 2
or more assigned users
Staff who spend less than 3 days
/ week on-site OR staff who have
a working from home
arrangement that facilitates less
than 24 hour/week on UC
campus OR staff who have space
on an alternate UC campus
Hot Desk spaces
Workspaces that are
shared between multiple
users, who may be from
multiple departments or
Colleges
Staff who spend less than 3 days
on campus
Visitor spaces
Workspaces that are
equipped
with
basic
equipment but are not
assigned to a particular
user
Visitors or staff requiring interim
space for a short visit or
temporary transition
i.
Criteria for allocation
Staff will be allocated space in shared work areas or single occupancy offices
depending on the availability of space and the requirements of the activities that
they undertake. Single occupancy spaces will normally only be provided to staff
where their job function requires such space to perform their primary role.
______________________________________________________________________________________
Space Allocation Policy v. 2.03
Page 5 of 11
© This document is the property of the University of Canterbury.
Once printed this document is considered an uncontrolled version. For the official, current version refer to the UC Policy Library.
UCPL-4-290
ii.
Actual space utilisation will also be considered when allocating space.
Information that is used to inform space allocation includes (but may not be
limited to) the number of hours per week the staff member is able to
demonstrate a need for space and any ‘work from home’ arrangements that
may be in place with individual staff member concerned.
iii. Space/office sharing may be required from time to time (even when dedicated
office spaces may be desirable) in order to address fluctuations in staffing; for
example: turnover of fixed-term staff, periods of extended leave, and/or
sabbaticals. Such cases will be the subject of negotiation with individual staff.
iv. Staff occupying shared workspaces will be given access to limited secure
storage facilities as conveniently located as possible.
v.
Staff may have a requirement to move between University buildings or
campuses. Where this occurs space will be allocated at the primary location
and access to ‘hot-desk space’ may be provided at secondary spaces.
vi. Adjunct or visiting staff are not entitled to a dedicated workspace. Space may
be temporarily assigned if it becomes available and where there is an ongoing
teaching or research contribution. If a space shortage is experienced, these
staff will make way for employed staff and postgraduate students.
vii. Intradepartmental sharing of space and facilities to optimise use is encouraged;
e.g. support spaces, reception areas, and meeting and conference rooms.
viii. No staff member will be allocated more than one dedicated workspace
irrespective of the number of roles performed.
ix. Visiting staff may occupy the offices of staff that are away from the University on
extended leave and/or sabbatical, where the office is not needed by an eligible
University staff member.
x.
Upon retirement staff must relinquish allocated space. Retired staff do not have
an entitlement to space.
xi. For the purposes of space planning and management, an Erskine Visitor will be
treated as a fixed-term, full-time staff member.
xii. Professors Emeritus/Emerita shall only be considered full time staff members if
it can be demonstrated that they are actively teaching and/or supervising for
more than three days per week.
4.4.
Allocation of Space to Students
The University provides space that supports a range of pedagogical learning and
teaching methods. From teacher led through to student directed and social learning
spaces, the University endeavours to provide spaces that support a wide range of
pedagogies for undergraduate and postgraduate students.
______________________________________________________________________________________
Space Allocation Policy v. 2.03
Page 6 of 11
© This document is the property of the University of Canterbury.
Once printed this document is considered an uncontrolled version. For the official, current version refer to the UC Policy Library.
UCPL-4-290
i.
Research postgraduate students are entitled to a dedicated workspace, which
will be provided in a shared area.
ii.
Higher degree by coursework students do not have an entitlement to dedicated
space but those in disciplines involving laboratory work must be provided with
access to shared write-up space, in compliance with Health and Safety
requirements.
iii. Honours students, including those in disciplines involving laboratory work, are
not entitled to dedicated space.
iv. As far as possible, spaces for students to congregate and socialise inside and
outside buildings will be furnished appropriately and accessible for longer hours.
v.
Once student study areas are allocated for use by Higher Degree students,
annual re-allocation of workstation spaces may be carried out by the relevant
PVC/Director.
5.
Review of Space Allocation Decisions
5.1.
An SMT member affected by a space allocation decision made under this document
may seek to have that decision reviewed.
5.2.
An application for review must be made in writing to the Director, Learning
Resources no later than a fortnight from the date of the original space allocation
decision.
5.3.
An application for review should include relevant supporting materials.
5.4.
The Director, Learning Resources will convene the SMT Space Advisory SubCommittee, to consider the application for review.
5.5.
Once the SMT Space Advisory Sub-Committee has reached a decision, The
Director, Learning Resources will notify the applicant and SMT of the outcome and
will be responsible for implementation of the outcome.
6.
Senior Management Team Space Advisory Sub-Committee
6.1.
SMT Space Advisory Sub-Committee shall consist of:

Director, Learning Resources;

Chief Financial Officer;

DVC(Academic);

DVC(Research);

Assistant Vice-Chancellor (Maori); and
______________________________________________________________________________________
Space Allocation Policy v. 2.03
Page 7 of 11
© This document is the property of the University of Canterbury.
Once printed this document is considered an uncontrolled version. For the official, current version refer to the UC Policy Library.
UCPL-4-290

one PVC who does not have a conflict of interest with respect to the space
allocation application under consideration.
6.2.
Decisions of the SMT Space Advisory Sub-Committee are final.
7.
Vacating Space
7.1.
It is the responsibility of the occupant to arrange for the removal of all waste,
confidential documentation or equipment. Requests for support can be directed to
Campus Services, in Learning Resources.
8.
Common Spaces
8.1.
Many spaces on campus are provided on a building basis.
8.2.
Staff common rooms/tea rooms/lunch rooms and kitchenettes are designated
common spaces and are allocated at a college or building level. The users of the
space will have joint responsibility for the management and care of the facility.
The size of these facilities will take into account the number of prospective users but
these facilities are also subject to the availability of space.
8.3.
Staff who are working in open plan workspaces or who are working in shared space
and require privacy at times to carry out their tasks, shall have access to meeting
and interview rooms. Such facilities are, where possible, to be located in the general
proximity of the open plan workspace.
8.4.
Computer laboratories are allocated centrally and are a shared facility for the benefit
of all students. Computer laboratory utilisation is assessed by the Information and
Technology Services (ITS) team in Learning Resources.
9.
Teaching Space
9.1.
Data from central timetabling is used to clarify whether or not further space should
be built. In order to be an efficient driver of space utilisation, all teaching spaces and
room bookings should be transparent and followed up with space utilisation
surveys.
9.2.
All teaching spaces shall be managed using the central timetable software.
9.3.
Teaching spaces may be centrally controlled and available for the central timetable
or may be subject to local area control
10. Space Planning
______________________________________________________________________________________
Space Allocation Policy v. 2.03
Page 8 of 11
© This document is the property of the University of Canterbury.
Once printed this document is considered an uncontrolled version. For the official, current version refer to the UC Policy Library.
UCPL-4-290
10.1. Dedicated single occupancy workspaces in buildings vary with the design of the
building and reflect the changing standards over the University’s history.
10.2. New buildings and/or refurbishment of office spaces will be planned using between
nine (9) and twelve (12) square metres for each standard dedicated single
occupancy workspace.
10.3. Where space is being refurbished this target will be negotiated to fit the constraints
of the building footprint.
10.4. Larger office spaces may be allocated on a shared basis where necessary and the
room size permits.
11. Changes to the Purpose or Use of Space
11.1. When a building is constructed it is for a purpose that meets a defined need and the
requirements of relevant codes and standards at the time of building consent.
11.2. Space occupants are not permitted to alter the space in any way that impacts the
structure, building services or building compliance.
11.3. Should such a change be required, a request should be made to Engineering
Services, in Learning Resources, who will investigate the request, identify the costs
and then forward the request to the Director, Learning Resources. The Director
upon being notified will discuss the request with the relevant PVC and/or
Head/Director of Service Unit in order to determine if the request is able to be
actioned.
12. Assessment of Space Requirements
12.1. Subsequent to a request for space assessment, or the requirement to assess space
requirements prior to a move, the space needs of staff are reviewed by project
personnel to understand space requirements.
12.2. Workplace conditions to support role duties are assessed so that space is suitably
equipped to conduct required activities.
12.3. Workplace conditions and proposed workspaces are compared to similar
workplaces both at other academic institutions and in industry.
12.4. The relevant SMT member and line manager/s, with input from Human Resources
are consulted with respect to total hours worked, total hours worked in the space,
any ‘work from home’ or other flexible working arrangements, and any other factors
that might affect space utilisation.
______________________________________________________________________________________
Space Allocation Policy v. 2.03
Page 9 of 11
© This document is the property of the University of Canterbury.
Once printed this document is considered an uncontrolled version. For the official, current version refer to the UC Policy Library.
UCPL-4-290
12.5. Budgetary factors are also taken into consideration.
13. Leased Properties
13.1. Where spaces are leased to or from a third party (that is, not owned by the
University), rental payments will be made pursuant to the terms of the lease.
Learning Resources will hold budget for these properties and will administer the
lease.
13.2. Where a building is leased from a third party, the full cost of the gross lease will be
charged to the ‘user’ college.
14. Role of Learning Resources in Managing Space
14.1. Learning Resources is responsible for:
i.
The collection and maintenance of space data (including space classification,
utilisation and occupant data) in order to inform key University decision making
processes under this document, including (but not limited to) space charges
and annual maintenance planning.
ii.
All requests for the change of use of space should be handled in the first
instance through the Space Advisor, Learning Resources.
iii.
All changes of space usage will be recorded in the University Space Database.
iv.
The University will undertake regular space audits, through the Space Advisor,
Learning Resources to confirm occupancy, space type and space utilisation.
15. Role of the Colleges and Service Units in Managing Space
15.1. Colleges and/or Service Units are responsible for:
i.
Working collaboratively with the Space Advisor to ensure that space and
occupancy data are kept up to date.
ii.
Maintaining the management of space as per the conditions described under
this policy, including relinquishing space when it is not required.
iii.
Managing visitors and short term staff needs within their space allocation.
iv.
Ensuring that college staff are familiar with the requirements of this document.
v.
Ensuring that relevant space changes (including moves) are communicated to
the Space Advisor in a timely manner.
16. Determination of Procedures
16.1. The Director, Learning Resources, by written determination, may establish
procedures for the implementation of this document.
______________________________________________________________________________________
Space Allocation Policy v. 2.03
Page 10 of 11
© This document is the property of the University of Canterbury.
Once printed this document is considered an uncontrolled version. For the official, current version refer to the UC Policy Library.
UCPL-4-290
16.2. Any such procedure will be subsequently endorsed by SMT and published as an
addendum to this document on the University website.
Related Documents and Information
UC Policy Library

Breastfeeding in the Workplace Policy (PDF, 61KB)

Space Charges Procedures (PDF, 149KB)
UC Website and Intranet

Guideline: Benefits for a Professor Emeritus/Emerita (HR Toolkit – Staff Only)
External

TEFMA Space Planning Guidelines Edition 3, 2009 (PDF)
Document History and Version Control Table
Version Action
Approval Authority Action Date
For document history and versioning prior to 2013 contact [email protected]
1.00
Creation of original document and posting Chair, SMT.
Nov 2013
to UC web.
1.01
Minor amendments to General Principles Director, Learning
Jan 2014
1.16, 2.4, 4.3.
Resources.
1.02
Review date pushed out.
Policy Unit.
Sep 2014
2.00
Scheduled review – minor changes.
Policy Unit.
Dec 2015
2.01
Amended definition for consistency.
Policy Unit.
Mar 2016
2.02
Changes made to bring in line with 2016
Policy Unit.
Mar 2016
Delegations Schedule: those able to
request review of space allocation refined
to SMT members.
2.03
‘Faculty’ references removed to reflect
Policy Unit.
Jun 2016
College-Faculty merger.
______________________________________________________________________________________
Space Allocation Policy v. 2.03
Page 11 of 11
© This document is the property of the University of Canterbury.
Once printed this document is considered an uncontrolled version. For the official, current version refer to the UC Policy Library.