NUMBER 220
APPROVAL DATE 06-11-2013
LAST AMENDMENT
LAST REVIEWED
NEXT REVIEW DATE 06-2018
SPACE MANAGEMENT
Approval Authority President
Responsible Executive Executive Director, Facilities and Campus Planning
Related Policies / Legislation Use of University Space (132)
PURPOSE
This policy governs the assignment, reassignment and alteration of all university building space and
identifies the roles, responsibilities and principles in the allocation of such space.
This policy outlines the space planning process, the role of the Campus and Facilities Planning Working
Group (CFPWG) and the Assignment of Office Space.
Standards for spatial area referenced in this policy are established by the Ministry of Advanced
Education.
Requirements for scheduling the use of campus space for a particular activity see Policy 132, “Use Of
University Space.”
POLICY
All building space is to be considered university space and is subject to assignment and reassignment to
meet the overall needs and best interests of the institution. All building space assignments remain in
effect until formal reassignment occurs.
Assignment of university space shall be the decision of the Provost, who is authorized to assign or
reassign space to any unit on campus. The Executive Director of Facilities and Campus Planning, in
consultation with the Campus and Facilities Planning Working Group (CFPWG), has strategic
responsibility for space management.
REGULATIONS
Space Planning Process
Given the university’s need to benefit fully from its building space, such space will be subject to ongoing
review and will be reassigned if not fully utilized. Senior Administrators, as part of their duties and
responsibilities, will make space allocation and reallocation decisions as necessary to advance the
university in achieving its mission. Major space needs will be considered during the annual education
and budget planning cycle so that changes to space can be prioritized and developed into capital plans.
Campus and Facilities Planning Working Group (CFPWG): The goal of CFPWG is to review and prioritize
UFV’s plans for campus development and facility modifications. In consultation with CFPWG, the
Director of Campus Planning is responsible for the development of an annual Capital and Facilities Plan
that supports the Strategic Plan and addresses the long-term space needs of the institution. CFPWG is
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responsible for reviewing the Capital and Facilities Plan and making recommendations to the President’s
Executive Management (PEM) group on the priority of short and long-term capital projects.
Composition of the CFPWG: The committee shall be chaired by the Director of Campus Planning and
comprised of representatives (or designates) from the areas shown below.
•
•
•
•
•
•
•
•
Director, Campus Planning (Chair)
Provost and Vice-President, Academic
Chief Financial Officer
Vice-President, External
Vice-President, Students
Deans (6 Faculties)
Advisor, Integrated Planning
Director, Institutional Research
The CFPWG will meet on a monthly basis and minutes will be forwarded to the Senior Administration
Group (SAG) for review. When a space request is on the agenda, other parties as appropriate may be
invited to attend the CFPWG meeting. Staff support for the CFPWG will be provided by the Campus
Planning office. An individual who believes he/she is adversely and inappropriately affected by a space
reallocation decision can request a review of the decision by the Provost. If such a review is conducted
by the Provost, that decision is final.
Space Changes Process
All space changes and requests may be initiated by a Department Head or Director and must be
approved by the respective Dean or Vice-President prior to submitting a Space Request form to the
Campus Planning office for review. Department Heads/Directors, as part of their annual planning will
consult with the Campus Planning office regarding their space needs.
Management of Space Inventory: It is the responsibility of the Facilities Services office to be the
resource and “data steward” for the university’s space inventory. Annual space audits will be
conducted by Facilities. However, it is the responsibility of each administrator who is assigned space
management responsibilities for their unit, to ensure that changes in space are reported in a timely
fashion using a Space Request form. The following procedures apply:
Note: Category 1 requests are sent to the Campus Planning office for information only, no action
required. Categories 2 through 6 will require review by the Campus Planning office and the CFPWG.
1. Reassignment of space within a Department, School or Administrative Unit
Requires the submission of a Space Request form to document changes in “space assignment” within a
department, school or administrative unit. For example, if a department reassigns office spaces within
a department, a “change in assignment” of that space occurs. These space approvals lie within the
authority of the Dean or Vice-President of that area and must be coordinated through the Campus
Planning office to ensure the office move is organized with the necessary equipment and
communication changes.
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2. Change of Function
Requires the submission of a Space Request form to document changes in “space function” within a
department, school or administrative unit. For example, if a department, school or administrative unit
wants to convert office space to storage space (or vice-versa), a "change in function" of that space
occurs. These requests will be reviewed by the Campus Planning office in consultation with the
respective Dean or Vice-President. Space plans related to the Change of Function will be vetted by the
CFPWG and approved by the Provost.
A “change in function” that changes the use of a substantial area within a building or department
requires a review by the CFPWG and the Provost’s approval. Instructional space cannot be changed to
another function without approval of the Provost.
3. Reassignment of space across Departments, Schools or Administrative Units
Requires the submission of a Space Request form to request a “space reassignment” across
departments, schools or administrative units. These requests will be reviewed by the Campus Planning
office in consultation with the respective Dean or Vice-President. Space plans related to the
Reassignment of Space will be vetted by the CFPWG and approved by the Provost.
4. Request for Additional Space
Requires the submission of a Space Request form to request “additional space” by a department, school
or administrative unit. These requests will be reviewed by the Campus Planning office in consultation
with the respective Dean or Vice-President. Space plans related to the Request for Additional Space will
be vetted by the CFPWG and approved by the Provost.
5. Request for New Space
Requires the submission of a Space Request form to request “new space” created by new construction,
remodeling of existing space, building purchase, or lease agreement. These requests will be reviewed
by the Campus Planning office in consultation with the respective Dean or Vice-President. Space plans
related to the Request for New Space will be vetted by the CFPWG and approved by the Provost.
6. Request for Alterations to Space
Requires the submission of a Renovation Request form to request alterations to their space. If required,
the Project office will provide design and budget information to assist the requestor. These requests will
be reviewed by the Campus Planning office in consultation with the respective Dean or Vice-President.
Renovation plans related to the Request for Alterations will be prioritized and vetted by CFPWG and
approved by the authorized person with budget responsibility.
Office Space Assignment Process
The authority of office space assignment lies within the respective Dean or Vice-President’s office;
however the planning and coordination of office space changes is a joint effort between the Campus
Planning office and the respective Dean or Vice-Presidents office. See “1.Reassignment of space within
a Department, School or Administrative Unit”.
Whenever possible through construction/renovation and when existing space permits, the following
guidelines to assign office space will apply:
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Department Head/Director:
• A larger permanent office (approx 10m2) will be allocated for the position of Department
Head/Director, ideally close to the Department’s academic support staff.
• The Department Head/Director will vacate the office upon completion of their term.
Faculty members:
• The university will allocate a group of offices to each Department or School based on the
current number of permanent, full-time faculty members.
• Offices will be assigned by the Dean’s office and coordinated through the Campus Planning
office.
• Department Heads/Directors are responsible for consulting with the Campus Planning office for
additional offices as part of their annual planning (see Space Changes Process).
• Swapping offices within a department, school or administrative unit is subject to approval from
the Dean’s office (see Space Changes Process).
Academic Staff:
• Academic staff will be located as near as possible to the Department Head, depending upon
specific work assignments (i.e. may be shared between two departments).
• Department Assistants and other full-time permanent staff will have access to natural light (i.e.
window, borrowed light, skylight, etc.).
Principles in allocation of office space:
• Each permanent faculty member will be assigned one office, located on his or her “home
campus”.
• Offices will be assigned with consideration to frequency of occupancy and availability to
students.
• Dedicated offices with multiple workstations will be assigned to a common department, school
or administrative unit.
• Offices within a department, school or administrative unit will be clustered wherever possible.
• Employees that take up temporary appointments in other departments will normally be
expected to make their office available for temporary reassignment.
• Sabbaticals – faculty working off-campus during the period of their sabbaticals will normally be
expected to make their offices available for temporary reassignment.
• Seconded faculty that relocate to a different office for the period of their secondment will
normally be expected to make their office available for temporary reassignment.
• Sessional/ Travelling faculty will be accommodated in designated areas that are configured for
multiple individuals.
• Offices will be assigned with the least number of relocations and disruption as possible.
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