Space Management UPPS No. 01.03.01
Issue No. 7
Effective Date: 12/14/2012
Review: April 1 E5Y
01. POLICY STATEMENTS
01.01 The university must manage and maintain campus physical facilities in keeping with its mission, policy, and with reasonable use. Assigned space in these campus and off-campus facilities is based on program needs and institutional priorities as determined by the president and reassigned if those needs and priorities change.
01.02 This UPPS sets forth space management principles, management responsibilities and procedures for the assignment and reassignment of space, request for new space, renovation of existing space, and changing a room’s primary function for Texas State University buildings on the San Marcos and Round Rock campuses.
02.01 Space Audit – A comprehensive review and evaluation of a room’s physical characteristics and academic or administrative attributes. The information obtained from a space audit is used to update the university’s building and room inventory. An audit can include room-specific tours to confirm that space is used as designed, is occupied, and to assess the quality of the space and physical conditions of each room. The audit will note vacant space or other exceptions. Space audits provide information for the assessment of space allocations, prospective planning to accommodate changing situations and realignment of program priorities.
02.02 Physical Space Inventory – A database that provides the statistical basis for many internal, state and federal reports regarding campus buildings and rooms, their usage and occupants. The proper classification of space is critical to the university’s efforts to manage the physical assets and obtain resources from state and federal agencies (e.g., Facilities and Administrative (F&A) recovery rate).
03. SPACE MANAGEMENT PRINCIPLES
03.01 The Texas State University System (TSUS) Board of Regents has ownership and control of all facilities belonging to or controlled by the university.
03.02 Ultimate responsibility for the assignment or reassignment of space resides with the president upon recommendation of the Campus Facilities Planning Committee and President’s Cabinet.
03.03 Allocation of increased square footage depends on a demonstrated campus-wide need.
03.04 Allocation of space does not imply permanence, but rather a commitment based upon continued program justification and to changing program priorities.
03.05 Space vacated by a physical move, renovation, or new construction is allocated back to the campus. Likewise, space vacated due to a reduction in program size, reduction in workforce, or program elimination is also allocated back to the campus.
03.06 All university space, particularly classrooms and class labs, will be managed to ensure effective and efficient utilization. The university will conduct annual classroom and class lab utilization studies to ensure optimum utilization of these spaces.
03.07 All space data, analysis, and reports are in the public domain and available for inspection.
03.08 The preservation of department or operating unit integrity is a high priority. The university will make a concerted effort to locate members of the same department, office, or unit close to each other whenever possible and will only split units on an interim or as necessary basis.
03.09 Appropriate use of office space.
a. The nature of the occupant’s work should influence whether an individual is allocated a private office. Part-time faculty, graduate teaching assistants, and research assistants should expect to share space, two or more to an office, unless specific needs require otherwise.
b. The assignment of more than one campus office to a specific individual is highly discouraged. However, when an individual has two different functions not performed in close proximity, the individual may need two separate offices.
03.10 Each building should have conference and meeting rooms, available for institutional use, to limit the need for large personal offices. See webpage.
03.11 The TSUS Board of Regents must approve leasing off-campus space for university business. The assistant real estate director will coordinate leasing off-campus space.
03.12 Texas State-owned space may not be leased to non-affiliated parties unless approved by the president. The TSUS Board of Regents has final approval authority.
04. MANAGEMENT RESPONSIBILITIES
04.01 Ultimate responsibility for the assignment and reassignment of space rests with the president upon recommendation of the Campus Facilities Planning Committee and President’s Cabinet.
04.02 The Campus Facilities Planning Committee (Facilities Committee) is chaired by the associate vice president for Finance and Support Services Planning (AVPFSSP) and consists of faculty, staff, and students as identified in the Roster of Councils and Committees. The Facilities Committee meets the first Friday of each month. The Committee is charged with:
a. recommending, with the assistance of an architect appointed by the Board of Regents, to the provost, President’s Cabinet and president, updates to the Campus Master Plan;
b. recommending, to the provost, President’s Cabinet and president annually, updates to the Higher Education Assistance Funds (HEAF) table and related construction timelines;
c. recommending, to the provost, President’s Cabinet, and president, space allocations and reallocations, space renovations, changes to the primary function of a room, access to facilities, new building sites, surveys, and appeals for new space from campus and non-campus related groups;
d. reviewing and recommending to the provost increased utilization of classrooms and class labs; and
e. reviewing and recommending procedures and forms to implement space management policies.
04.03 The AVPFSSP is responsible for space management reporting for the university. The AVPFSSP and staff (e.g., coordinator of Facilities Inventory) will:
a. maintain an accurate physical space inventory of all buildings the university owns or leases as required by state and federal regulations;
b. conduct periodic space audits of university-owned buildings and leased space to ensure accuracy of the data;
c. provide accurate and current data to the registrar for class scheduling purposes;
d. prepare, annually, the fall semester instructional space use efficiency report;
e. maintain a classroom and class lab inventory and review classroom conditions annually in cooperation with the Facilities department in order to recommend classroom and class lab renovations based on input from the Classroom Improvements Committee;
f. perform space utilization studies for the allocation and reallocation of space based on programmatic needs and departmental growth;
g. provide leadership and support for the Campus Master Plan;
h. assist in the development of programming documents for the design and construction of new space or renovation of existing space;
i. participate in and provide input during the design phase of capital improvement projects to ensure compliance with the space standards and master plan design guidelines developed by the university;
j. prepare the annual master plan report (MP1) for The Texas Higher Education Coordinating Board; and
k. provide ad hoc reports as requested and within the capabilities of the database.
05. PROCEDURES FOR THE ASSIGNMENT AND REASSIGNMENT OF SPACE
05.01 Day-to-day responsibility for the assignment of specific spaces to individuals and uses within a department rests with the director or chair of that department. All space assignments, where there is no change in the room’s primary function, must be reported within thirty days to ensure the space is properly reported on the university space inventory. Facilities Committee endorsement is not required.
05.02 The president, provost, vice presidents, director of Athletics and deans retain the flexibility to reassign space within their areas of responsibility to maximize use and to facilitate changes in program needs. The AVPFSSP must receive all changes within thirty days to ensure the space is properly reported on the university space inventory. Facilities Committee endorsement is not required.
05.03 Exceptions to Sections 05.01 and 05.02 are when classrooms, laboratories, residence hall rooms, and library space are converted to some other use. In these cases, the provost must approve the proposal after review and recommendation by the AVPFSSP.
05.04 The Facilities Committee must recommend space reallocation from one college or administrative division to another, and then to the president for approval.
05.05 The Facilities Committee will make recommendations concerning reassignment of occupied space at all administrative levels on the basis of campus and program priorities, the strategic and campus master plans, actual utilization, and overall need. The president may reassign space that is underutilized or required to address a campus priority or strategic need. The AVPFSSP must receive all changes within thirty days in order to ensure the space is properly reported on the university space inventory.
06. PROCEDURES FOR REQUESTS FOR NEW SPACE AVAILABLE ON CAMPUS
06.02 Requestors seeking new space on campus must make the request to the AVPFSSP using the Space Request Form outlining the need for the space (attaching accreditation standards, if they exist), the implication if allocation is denied, space location by building name and room number, space use (instruction, research or lab, office, storage), and the need for and description of any needed renovation. A request for a particular site should contain justification and state whether the department currently occupying the space supports the concept. Should the department currently occupying the space not support the concept, negotiation for the request can be elevated to the appropriate deans or vice presidents. The AVPFSSP will interview the appropriate chair, dean, or unit director to further define the need for the space and will conduct on-site observations (tours) of the current space if necessary.
06.03 After reviewing all space in their area of responsibility, those seeking new space should complete the Space Request Form and route through appropriate channels (director or chair, associate vice president or dean, vice president or provost).
06.04 The AVPFSSP will submit the request to the assistant director of Facilities Planning, Design and Construction to develop a cost estimate if renovation is requested.
06.05 Once the cost estimate is received, the AVPFSSP will present the request to the Facilities Committee for review and consideration at their monthly meeting. It is recommended that the space requestor attend the meeting to answer the Committee’s questions.
06.06 When reviewing requests for space, the Facilities Committee will consider the following:
a. Appropriateness of the space to the intended function;
b. How the physical proximity of departmental units would enhance programs;
c. Accessibility of the space to persons with disabilities and resulting impact on program accessibility;
d. Impact additional space or changed space has on classroom or lab utilization;
e. Potential of the project to resolve other space problems and issues;
f. Source and availability of funding;
g. Target audience needs;
h. Amount of foot traffic (e.g., people vs. vehicles);
i. Parking demands and traffic flows; and
j. Internal and external evidence for commitment (e. g., funding from public or private source, growth, accreditation, etc.).
06.07 The AVPFSSP will present all requests for allocation of space between one college or administrative division to another, after endorsement by the Facilities Committee to the president. The president has final approval authority.
06.08 The AVPFSSP will maintain all documentation of all actions regarding space assignments.
07. PROCEDURES FOR REQUESTING RENOVATION OF EXISTING SPACE
07.01 Requestors must submit the completed Space Request Form when requesting renovation of existing space.
07.02 Requestors must submit requests for renovation of existing space through the appropriate channels (e.g., director or chair, associate vice president or dean, vice president or provost).
07.03 For safety, accessibility, building codes, and liability reasons, the office of Facilities Planning, Design and Construction will coordinate renovations unless the associate vice president for Facilities approves use of off-campus services.
The AVPFSSP will submit the request to the assistant director of Facilities Planning, Design and Construction to develop a cost estimate.
07.04 Once the cost estimate is received, the AVPFSSP will present the request to the Facilities Committee per Section 07.05, for review and consideration at their monthly meeting. It is recommended that the renovation project requestor attend the meeting to answer committee questions.
07.05 Approval Authority:
a. The provost and AVPFSSP will approve requests with total costs of less than $5,000 when the cost of the alteration is being borne by the department, college, or division. This does not require endorsement by the Facilities Committee.
b. The provost and AVPFSSP will approve requests with total costs of less than $5,000 when university funds are needed and when endorsed by the Facilities Committee.
c. The provost and vice president for Finance and Support Services will approve requests with total costs more than $5,000 when the cost of the alteration is being borne by the department, college, or division and when endorsed by the Facilities Committee.
d. The provost and vice president for Finance and Support Services will approve requests with total costs of more than $5,000 but less than $25,000 when university funds are needed and when endorsed by the Facilities Committee.
e. The president will approve requests with total costs of more than $25,000 when university funds are needed and when endorsed by the Facilities Committee.
07.06 The AVPFSSP will maintain all documentation of all actions regarding renovation requests.
08. REQUEST TO CHANGE FUNCTION OF SPACE
08.01 Even if there is no change in ownership, requestors seeking to change space function (e.g., conference room converted to office space) must submit the completed Space Request Form up through the appropriate channels (e.g., director or chair, associate vice president or dean, vice president or provost) and then to the AVPFSSP.
08.02 The AVPFSSP will present the request to the provost to review and approve.
08.03 The AVPFSSP will be responsible for maintaining written records and documentation of all changes.
09. REVIEWERS OF THIS UPPS
09.01 Reviewers of this UPPS include the following:
Associate Vice President for April 1 E5Y
Finance and Support Services Planning
Campus Facilities Planning April 1 E5Y
10. CERTIFICATION STATEMENT
This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.
Associate Vice President for Finance and Support Services Planning; senior reviewer of this UPPS
Vice President for Finance and Support Services