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Space Allocation Committee

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Announcement from Rogan Kersh:
As a result of enrollment growth over the last few years, we have increased faculty size, student programming and administrative support. All of these result in an increased need for managing campus space more efficiently. As faculty are hired, academic departments and deans struggle to find the necessary office space, meeting space, and appropriately sized classroom space. In the past, space needs across campus have been informally processed on an as-needed basis. This process worked well when we had greater space capacity than need. However, at this point it has become apparent that we need to establish a campus-wide committee to process space requests and make recommendations to senior leadership on space allocation that is consistent with the University’s strategic priorities.

Therefore the University has established and charged the University Space Allocation Committee (USAC) with reviewing space needs on campus. The USAC will review all requests for the long-term assignment (one year or longer) of physical space that is located outside a school or division’s current footprint in all University facilities on the Reynolda Campus, University Corporate Center, and all WFU property except the School of Medicine and Health Sciences. This includes reassignment of space from one unit to another and major changes in use of space (for example, changing a meeting space or classroom space to offices). Requests for routine re-allocations of existing space, such as reassignment of offices within the same department/center, assignment of space for special events, or dividing of offices for increased usage that does not involve major changes in the use of space will not be reviewed by the Committee. Upon review of the space requests, the USAC shall make a recommendation to the Provost and Senior Vice President for Finance and Administration on how to proceed.

The USAC will be chaired by the Assistant Provost for Budget and Planning (Beth Hoagland) and shall consist of 8 members, including the chair: a representative from the College (Randy Rogan), the Assistant Vice President for Facilities and Campus Services, the Executive Director of Real Estate (Ken Basch), the Assistant Provost and University Registrar (Harold Pace), a representative from the Budget Office (James Shore), the Assistant VP for Student Life (Charlene Watkins), and a faculty member appointed by the Provost (Mark Welker).

This committee will meet monthly but will address urgent requests via email between meetings if necessary. We have attached the procedure for submitting requests. Please review these guidelines and submit requests to this committee as needed, allowing one month for decisions to be made. Questions should be directed to any member of the committee.

Purpose

Review all requests for the long-term assignment (one year or longer) of physical space that is located outside a division’s current footprint in all University facilities on the Reynolda Campus, University Corporate Center, and all WFU property except the School of Medicine and Health Sciences. This includes reassignment of space from one unit to another and major changes in use of space (for example, changing a meeting space or classroom to offices). Requests for routine re-allocations of existing space, such as reassignment of offices within the same department/center, assignment of space for special events, or dividing of offices for increased usage that does not involve major changes in the use of space will not be reviewed by the Committee.

Procedure

The first step in this process is to complete the WFU Space Request form on the Office of Space Management’s website. Campus units must work with the Office of Space Management to confirm and assess their current space and needs, make a plan for changes and then obtain a cost estimate from Project Management. Once all the information is complete units should submit the completed materials to the USAC. The USAC may ask units requesting additional space to appear and present their case, and may solicit additional comments or information from other University representatives.

Upon review of the space requests, the USAC shall make a recommendation to the Provost and Senior Vice President for Finance & Administration on how to proceed. For example: (1) approve the request and assign additional space to the requesting unit; (2) approve the request and have the requesting unit’s current space reconfigured/renovated to meet the space needs; (3) reject the space request; (4) table the request for future consideration and action. Ordinarily, requests that are tabled will be placed on the agenda of the following meeting. The committee’s recommendations shall be based upon consensus.

Space requests that are recommended for approval from the Committee shall include a cost estimate from the Project Management. In accordance with University’s Capital Project policy, projects with capital costs exceeding $50,000 should be submitted in the annual budget process each September and must be approved by the dean, department head or director; and projects costing over $250,000 require approval by a Vice President.

Requests to this committee can be submitted at any time. Submitted requests will be held until regularly scheduled USAC meetings. Requests that are urgent should be noted as such on the Space Request Form and will be presented and discussed over email.

Committee Members

The USAC will be chaired by the Assistant Provost for Budget & Planning and shall consist of 8 members, including the chair: A representative from the College, the Assistant Vice President for Facilities & Campus Services, the Executive Director of Real Estate, the Assistant Provost & University Registrar, a representative from the Budget Office, the Assistant VP for Student Life, and a faculty member appointed by the Provost.