Space Management Policy

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Category Name: Administration and Operations
Responsible Unit: Facilities Planning
Responsible VP: VP for Administration and Finance
Adoption Date: October 23, 2019
Last Revision Date:
Last Review Date:
Shared governance: none

Policy Statement

The College at Brockport Space Management Policy provides a framework to support academic and non-academic program needs. The College is committed to managing space based on our Strategic Plan and the 2018 Space Utilization Study by JMZ Architects. The following policy governs the use, review and reassignment of physical space based on existing SUNY Construction Fund (SUCF) Facility Programming Guidelines (2018) and our current Facilities Master Plan. This approach will guide our internal planning and provide information for future updates to the Facilities Master Plan and requests for additional capital funds.

Purpose/Scope

General Principles

The following principles apply to the management of all College and College-related entities’ space, including planning for new or renovated space.

  1. The State University of New York "owns" all space at The College at Brockport. The President has overall responsibility for the equitable and optimal use of space and has final decision authority for planning, allocation, assignment and reassignment of spaces. The President may choose to delegate that authority to other institutional officers.
  2. The President (or the Vice President for Administration and Finance, as designee) is responsible for determining appropriate space needs and assignments and planning future capital projects, based on the goals of the Strategic Plan. 
  3. The Director of Planning is responsible for maintaining and updating the official records of College space allocations, including assisting in the review of existing space allocations.
  4. Principal considerations for the use of any building space will be the original intent, current function and the sources of funds originally used to create or renovate the space.  These considerations are not the exclusive guidance in evaluating space assignments or reassignments but are fundamental elements in any space use discussion.
  5. College space should generally not be assigned to unrelated organizations for other than fee-based temporary use, and then only through the development of a lease, contract or revocable permit. Any longer-term space assignment, e.g. START-UP NY, should directly advance the goals and objectives of the College.
  6. The College may assign or rent space to related organizations, if these agreements advance the goals and objectives of the College.

Applicability

Criteria for Evaluating Space Needs

Criteria for All Spaces
  1. Quantitative and technical considerations will be used as a guide in evaluating space needs. These may vary depending upon the nature and intended use of the space being considered.
  2. Specific programmatic needs may modify the quantitative considerations for evaluating space need. Even though a space may be large enough when compared with space standards, the location, functional layout and/or other attributes of the space may modify considerations of the effectiveness of the particular space to meet a particular program’s needs. 
  3. The planned development of new programs or activities may require an allocation of additional space. These space needs should be identified, described, evaluated and approved prior to the approval of new programs.
  4. Existing programs or activities may be disbanded, combined or reorganized, thereby requiring a reevaluation and reallocation of space associated with the original programs or activities.
  5. Codes, regulations, and local College policies governing the availability of lavatory facilities, safety, handicapped accessibility, energy conservation, heating, ventilation, and environmental concerns will be considered when allocating and developing space.
  6. SUNY space standards, titled SUCF Facility Programming Guidelines (2018),as well as the 2018 JMZ Architects’ recommendations, will be used as the initial basis for determining space allocations for specific purposes.
Criteria for Instructional Space
  1. Instructional space is an institutional resource allocated for the efficient and effective use by the college.
  2. Workload factors (FTE students, student course enrollments, and weekly student contact hours in facilities) and relevant space standards should drive the calculation of space needs for instructional facilities.
  3. Changing instructional methodologies and changing curricula may alter space needs for instructional facilities based on regular analysis, justification, and strategic planning.
Criteria for Research Space
  1. SUNY space standards for research labs and spaces provide a guide for planning and budgeting purposes.
  2. Research space should be used productively to support faculty research. If a research program is discontinued, the space allocated to that research should be reassigned. If a research program substantially changes its needs, this may require a review to indicate whether more or less space is required to complete the work.
  3. Unique programs have unique space requirements. Space should be allocated based on their particular need.
Criteria for Academic Office Space and Academic Support Space

  1. Academic and administrative offices space sizes for new buildings and the allocations of space for existing buildings should be determined using the SUCF Facility Programming Guidelines.
  2. Deans, in conjunction with Department Chairs, allocate academic offices according to the following priorities:
    1. Tenured/Tenure-Track faculty
    2. Full-time teaching faculty (non-tenured)
    3. Adjunct faculty
    4. Teaching assistants
    5. Visiting scholars
    6. Emeritus faculty – See Emeritus Faculty Space Policy
    7. All other employee types
  3. Individuals should not be assigned more than one academic office.
  4. Academic Support Space refers to all non-office space assigned/utilized by an academic department, including but not limited to: conference/meeting rooms, mail/copy rooms, storage, workrooms, and waiting/reception rooms. The allocation of space for these activities depends on the needs of each academic department and space availability.
Criteria for Library Space
  1. Library space needs are based on numbers of users, collection size and library staffing.Changes in the use of library space may result in additional or reduced library space, to be determined in a collaborative planning discussion.
  2. The Association of College and Research Libraries (ACRL) and the Library Leadership and Management Association (LLAMA) provide a guide titled, Academic Library Building Design: Resources for Planning, for thinking about the design of new and renovated library space in higher education. 
Criteria for Administrative Space and Student Support Services Space
  1. Vice Presidents are responsible for analyzing the amount and type of office space needed for student support services based on office staff, equipment, storage and other miscellaneous needs associated with administrative functions.
  2. The allocation of space for student support services will also include space needs to meet student interests and achievement of desired academic and co-curricular student experiences.
Criteria for Intercollegiate Athletics Space and Campus Recreation Space
  1. Allocation of facilities for Intercollegiate Athletics and Campus Recreation is a function of student interests and the achievement of the academic and co-curricular goals of the College.
  2. Allocation of available facilities for Intercollegiate Athletics is also a function of the number of student athletes participating, the number of sports programs offered and requirements based on the level at which the institution competes.
Criteria for Residential Life Space
  1. Allocation of existing residential space, and plans for future renovations and new construction, should be consistent with the Residential Life Master Plan.  Determining the amount and adequacy of housing for students will be based on goals for enrollment and the housing experience, as well as financial feasibility.
Criteria for Student Union, Student Clubs and other Student Affairs Space
  1. Allocation of available space for these activities is a function of the College's goals for the student experience and campus space availability.
Criteria for other Public Space
  1. Use of space for other public purposes may be considered if it falls within both College space priorities and plans, and the context of the overall intent of the College's Facilities Master Plan.

Definitions

Unrelated organizations – Groups operating outside of The College at Brockport structure which pay a fee for temporary use of space, e.g.:  local school districts using our SERC Field House for graduations and track events; Monroe County athletics and Section V athletics using our SERC Field House, softball field, and outdoor track; and various summer camps, as well as events run through BASC, using our facilities.

Related organizations – Groups operating within The College at Brockport structure which pay rent for assigned space, e.g.:  BASC and Brockport Child Care.

Policy Procedures

Process for Assigning and Reassigning Space

The President, or Vice Presidents as designees, allocate(s) space to individuals designated as "Space Managers," who may include:  Associate/Assistant Vice Presidents, Vice Provost, Deans, Department Chairs and Directors. An updated list of “Space Managers” within each Vice President’s area will be forwarded annually to the Office of the Vice President for Administration and Finance.

  1. Space Managers may further allocate space to sub-units. These space allocations will conform to the Space Management Principles and the Criteria for Evaluating Space Needs, as described herein.
  2. The following types of space assignments require completion of a Space Allocation Request Form, approved by the appropriate Department Head/Director, Director of Planning in the Office of Facilities and Planning, Dean (if applicable), and Vice President: 
    1. Reassignment of space between Schools or Vice President areas.
    2. Request for additional space.
    3. Conversion or upgrade of assigned space, requiring refurbishing/remodeling, to other uses.
  3. When a space need cannot be resolved within the jurisdiction of a Space Manager, that need should be referred to the Director of Planning in the Office of Facilities and Planning, who will develop resolution options based on rationale and appropriate analysis to support the requested space. If the need or change involves allocation/reallocation of existing space between Vice President areas and or capital improvement costs, a project summary and recommendations will be presented to President’s Cabinet for review.
  4. When space within the authority of a Space Manager is reassigned, that Manager will notify the Director of Planning at the time of the reassignment.
  5. If a Space Manager is seeking to lease space off-campus or change the terms and conditions of an existing lease, the Space Manager must contact the Director of Campus Services to discuss the proposed action. The services of a professional commercial real estate agent may be necessary to search for rental space.  New leases must be reviewed by President’s Cabinet and approved, prior to any commitment being made.
  6. A temporary transfer of space from one Space Manager to another requires a written agreement between the involved parties articulating the terms and conditions of the transfer.  This written agreement must also be provided to the Director of Planning.
  7. When a new building is planned, space in existing buildings that will become vacant will be released for other programs or activities. The College-wide Facilities Planning Committee (CFPC) and the Director of Planning will work with appropriate stakeholders to develop a proposal for the use of the released space that is consistent with the Facilities Master Plan. This proposal will be reviewed by President’s Cabinet. During the period when the new building is planned and constructed, the programmatic needs and space requirements of the campus may change. Before the new building design is completed, the CFPC and appropriate stakeholders should:
    1. Confirm or revise the original assumptions on which the planned assignment of space in the new building was based upon.
    2. Confirm or revise the plan for the allocation of released space.
    3. Consider the future swing space needs of units experiencing major facilities renovations as an element of the project plan.

Assessment and Audit of Space Use

A space utilization assessment may be performed when there is a change in occupant (examples: Retirement, Program Change, Attrition) or at the request of the President, a Vice President, a Space Manager, or the Chair of the CFPC. Each Vice President’s designated space should be reviewed at least every four years. If the services of a professional space planning consultant are utilized, the space assessment could include:

  1. Verification of unit-articulated utilization patterns.
  2. Compilation of information to address space concerns expressed by College constituents.
  3. Resolution of space needs.
  4. Development of a room utilization database for use in planning and managing spaces.

The Director of Planning maintains the official space inventory for the campus. This is the official source of information relating to matters of space assignment and reassignment. The Director of Planning will conduct an annual review and update 25% of space inventory (using a four year cycle), working with all campus Space Managers.  Non–academic space approvals must be obtained from the Director of Planning, and Instructional space approvals must be obtained from the Registrar’s Office.

Links to Related Procedures and Information

2018 Space Utilization Study by JMZ Architects
Academic Library Building Design: Resources for Planning  
College-wide Facilities Planning Committee (CFPC)
Course Distribution Procedure (2011)
Department Chairs
Emeritus Faculty Space Policy
Facilities Master Plan Executive Summary  The full plan is available for review (in hard copy) at the Drake Library
Residential Life Master Plan
Space Allocation / Renovations Requests
Space Allocation Request Form
State University Construction Fund (SUCF) Facility Programming Guidelines (2018)

Contact Information

Director of Planning

History (in descending order)

Item Date Explanation
Next Review Date 10/23/22 Three year review
Adoption Date 10/23/19 Policy Adopted
Draft Review Date 9/6/19 Draft Policy under 30-day Campus Review

Approval

This policy is approved by:

President's Cabinet

September 4, 2019

Last Updated 10/25/19

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