Volume 2: Academic Affairs
Chapter 12: Space Policy
Responsible Office: Senior Vice President for Academic Affairs & Provost
Originally issued: 2/2007
Revised: 7/17/09 (admin)
Physical space at Georgia Health Sciences University is a valuable institutional resource that must be managed carefully and used efficiently. Space is allocated to individual units through the campus physical master plan to serve and support the programmatic goals outlined in the institution’s mission and strategic plan. When units vacate space as a result of either a move into a new building or renovations to existing buildings, responsibility for reallocation of the vacant space resides in the Office of the Senior Vice President for Academic Affairs & Provost. Likewise, the Office of the Senior Vice President for Academic Affairs & Provost can initiate space changes in accordance with institutional priorities.
Decisions regarding new space assignments, renovations, and funding will be determined by the Senior Vice President for Academic Affairs & Provost, in consultation with the Senior Vice President for Finance and Administration, and Space Management Advisory Committee, after considering institution-wide space needs and program priorities established in the strategic plan. This policy outlines the procedures to be used for space assignment and requests for changes in space.
Reason For Policy
All Georgia Health Sciences University land, facilities, and buildings belong to the Board of Regents of the University System of Georgia as a whole and are administered by the President of Georgia Health Sciences University, or his delegated representative. The President has delegated that responsibility to the Senior Vice President for Academic Affairs & Provost. All space is subject to assignment and reassignment to meet the overall needs and best interest of the institution. This includes, but is not limited to, all academic space (classrooms, laboratories, conference rooms, libraries, etc.), administrative space, housing, auxiliary facilities, and other such facilities.
Entities Affected By This Policy
This policy affects all units of Georgia Health Sciences University.
Who Should Read This Policy
All administrators and faculty and staff in management positions at Georgia Health Sciences University should be aware of this policy. This includes, but is not limited to, Vice Presidents, Deans, Associate and Assistant Deans, Department Chairs, and business managers.
|Senior Vice President for Academic Affairs & Provost||706-721-4014||http://www.georgiahealth.edu/aaffairs|
|Architect, Facilities Planning||706-721-6150||http://www.georgiahealth.edu/facilities/planning/|
|Senior Vice President for Finance & Administration||706-721-1018||http://www.georgiahealth.edu/vpadmin/|
Space Metrics by Rank and Position: see Appendix I
Space Management Advisory Committee Team Charter: see Appendix II
Physical space is a valuable institutional asset that must be managed carefully for the institution to function efficiently. Responsibility for allocation of space at Georgia Health Sciences University resides in the Office of the Senior Vice President for Academic Affairs & Provost. Decisions regarding space allocation are made by the Senior Vice President for Academic Affairs & Provost in consultation with the Senior Vice President for Administration & Finance, and Space Management Advisory Committee. This policy contains the criteria for space assignment and describes procedures for annual space inventories and requests for additional space allocation. A table of space metrics, as determined by rank and position, is attached as Appendix I. The team charter for the Space Management Advisory Committee is attached as Appendix II.
Criteria for Space Assignment
Space assignments are made after careful consideration of all relevant factors and consultation with the college or administrative unit involved. Criteria governing assignment and reassignment of space are:
- Appropriateness of the space to the function to be served.
- Physical proximity of the space in cases where operations and activities can be enhanced by close geographical locations.
- Space audits and analyses of space requests based on recognized space utilization standards and guidelines (see Appendix I).
- Accessibility of the space to the disabled and compliance with regulatory codes.
- Priorities for research, academic programs, and support services established by the Institution.
- Minimal disruption of ongoing activities of faculty, students, and staff.
The Office of Facilities Planning is responsible for conducting periodic audits and assessments of the utilization of space throughout the university. If improvements in utilization seem possible by relocation, consolidation, or physical changes, the alternatives are explored with the affected college or administrative unit.
Unless otherwise specified, Deans or Vice Presidents may assign or reassign space internally to the department, program, or college within the total space assigned to the college or unit. All changes in space allocation must be reported to the Office of Facilities Planning within 10 days of change.
The college or administrative unit is responsible for ensuring that space utilization is consistent with the purpose for which that space was assigned (e.g., laboratory space to be used for laboratory purposes, office space for office purposes). Approval from the Senior Vice President for Academic Affairs & Provost must be attained prior to changing space to a different purpose.
Strategic Space and Facilities Plan for Departments, Programs, and Colleges
Each program or department will conduct an annual review of its currently assigned space in order to:
- Update the Space Inventory.
- Validate current data on file.
- Submit corrections or changes to the department’s assigned space.
- Assess the space and facilities needs of each program or department within a college.
- Generate a list of the changes that may be needed in space and facilities based on the changes in programs that are planned for each program or department. This is intended to include the appointment of new faculty that may, for example, need laboratory space upgraded.
Prior to allocating additional space to a college or administrative unit, the Provost will review and approve all proposed programmatic or functional space assignments and reassignments presented by the requesting unit.
Facilities Planning will maintain an accurate space inventory database and will be responsible for submitting the annual Space Inventory Report of the University, which is the official record of space assignments.
University classrooms are scheduled by the Registrar, taking into account any restrictions related to dedicated space.
Request for Assignment of Space
All requests for additional space must be made in writing to the Provost. Requests must be acknowledged and approved by the chairperson or director and the Dean or Vice President responsible for the program or department and must be submitted through the Office of Facilities Planning. Requests should outline the reasons for requesting space and include:
- A description of required special characteristics or physical aspects.
- The number and description of personnel to be housed, including individual name, position title, and FTE (full-time equivalent) for each faculty, staff, and graduate assistant position.
- The amount of space being requested.
- The projected cost components (obtained through estimates from Office of Facilities Planning or Construction Management Section) for implementing the reassignment of space, including alterations and improvements, furniture and equipment, moving expenses, and other services (e.g., interior design, telecommunications, information technology) required for occupying the proposed space.
- A funding plan for covering the costs of acquiring and implementing the space assignment.
- Decisions regarding additional space will be made based on availability, strategic need, and in accordance with the master facility plan.
The responsibilities each party has in connection with Academic, Research, and Student Affairs Policy 2.12, Space Policy, are:
|Office of Facilities Planning||Conducts periodic audits and assessments of space utilization throughout the University.Maintains accurate space inventory.Forwards space request changes to Provost.|
|Deans or Vice Presidents||May assign or reassign space internally to their department, program, or college within space that is assigned to the college or unit. Must report such changes to Facilities Planning within 10 days of the change.Approves requests for additional space made by their college or unit before sending forward to Facilities Planning, who then forwards request to the Provost.|
|Programs and Departments||Must conduct annual review of currently assigned space.|
|Senior Vice President for Academic Affairs & Provost||Reviews and approves proposed space assignments and reassignments.|
|Space Management Advisory Committee||Reviews facilities utilization, advises Provost of recommended changes in facilities, monitors progress on goals for Master Facilities Plan, and advises the Provost on ways to improve effectiveness and efficiency of space management.|
Space Management Request Form:
Space Relocation Notice Form:
Appendix I: Space Metrics by Rank and Position
Appendix II: Space Management Advisory Committee Team Charter
Appendix I: Space Metrics by Rank and Position
Appendix II: Space Management Advisory Committee Team Charter
|Team Name:||Space Management Advisory Committee|
|Purpose:||The Space Management Advisory Committee (SMAC) is an advisory group composed of institutional leaders whose responsibility is to review facilities utilization, advise the Provost on recommended changes in facilities, monitor progress on the accomplishment of goals for the Master Facilities Plan, and make recommendations to the Provost on ways to improve the effectiveness and efficiency of space management at Georgia Health Sciences University.|
|Background:||Usage and allocation of facilities, one of our most valuable assets, is shaped by the university’s mission and managed through policy.To realize the most efficient and effective use of our space, information about how facilities are equipped and used is fundamental to sound management. This information is stored in two primary information systems:
Additionally, planned changes and emerging opportunities should be reviewed within the university to minimize unintended consequences. Requests for changes are frequently advocated for based on specific departmental needs. While there is no mal-intent, it is not unusual for advocates to focus on their needs instead of the potential implications to others. Therefore it is important that decision makers have an opportunity to be informed of potential consequences by a cross-departmental group who is charged with acting in the best interests of the institution as a whole.
|Timeframe:||Initiated September 2006; perpetual|
|Team Facilitator:||Director of Business Operations, Office of the Senior Vice President for Academic Affairs & Provost|
Other staff as needed from each of the offices represented by the Membership.
i. While members may send a representative, the representative must be authorized to act and vote on the behalf of the regular member.
ii. Routine absence detracts from the productivity of the group and will be addressed by the Team Sponsor.