University of California, Riverside

Capital Asset Strategies



Space Assignment Policy Procedure


University of California, Riverside - Space Assignment Policies and Procedures

May 2006

UCR's physical facilities, like its personnel, funds, and equipment, are resources that must be managed, maintained, and controlled in accordance with certain rules and regulations and in a manner which contributes most toward fulfilling the University's mission. Space is assigned on the basis of programmatic need and academic priorities, and may be reassigned if those needs or priorities change.

Ownership of Space

The Regents own all UCR facilities, regardless of the original source of construction or acquisition of funds. Responsibility for the assignment of the space rests ultimately with the Chancellor. The Chancellor has delegated this authority on a day-to-day basis to the Executive Vice Chancellor and Provost (EVC&P).

Assignment of Space

Once space has been assigned to a School/College or administrative unit, the Deans and Vice Chancellors may generally assign or reassign space within space already assigned to that School, College or administrative unit to areas reporting to them. Changes within a unit generally do not require EVC&P approval, but must be reported in the Facilities Management System (FMS). Exceptions include the following:

  • Reassignments between different Schools/Colleges or administrative units must be approved by the Executive Vice Chancellor and Provost.
  • If the Executive Vice Chancellor and Provost has specifically assigned space to a department or individual, any reassignment or change in room use must be approved.
  • If a space assignment has an identified end date, the space reverts back to the Executive Vice Chancellor and Provost at the end of the assignment period.
  • If a unit moves to a new space, the released space reverts back to the Executive Vice Chancellor and Provost for reassignment.

Any change in the use of a room which requires renovations must have EVC&P approval.

 

Reporting Space Changes - Facilities Management System (FMS)

 

To meet the Office of the President's requirements for maintaining accurate space inventory records, all reassignments of space, changes in room function, or physical alterations which cause a change in the square footage of a room must be reported in the Facilities Management System. All space, including any space leased by UCR, should be included in the inventory. Units are responsible for assigning an individual to update their space inventory and an individual to review the changes for accuracy. Changes will then be reviewed by Capital and Physical Planning for compliance with Office of the President policies. For questions on the Facilities Management System or reporting changes, contact Capital and Physical Planning.

Requesting Additional Space or Space Reassignments

Requests for additional space or space reassignments should be sent in writing by the Dean or Vice Chancellor to the EVC&P and should include the following information:

  1. Program Justification. The type of space needed: e.g., office space, research space (including laboratory environments), conference/seminar meeting room, to support the functional programmatic need. Is the space needed to accommodate additional positions or a change in program.
  2. Timing Considerations. When will the facilities be needed and for what period of time? Is the need anticipated to be permanent or merely temporary?
  3. Potential alterations and identification of funding. Are alterations or modifications likely to be needed? If so, how will they be paid for?
  4. Location. Is there an optimal preferred location? Why?
  5. Plan for utilizing vacated space. If a request is being made to retain the released space, how will it be utilized?
  6. Other data that might help substantiate the request.

Capital and Physical Planning staff will review the request on behalf of the EVC&P to determine availability of suitable space within the unit's currently assigned space or campus alternatives available, and to collect any additional data that is needed in connection with the request for space. This information will be relayed to the EVC&P for a decision. Capital and Physical Planning staff will answer any questions the requesting unit may have concerning the procedure for space review.

Space assignments made by the EVC&P are documented by signed Space Assignment letters. Records of all Space Assignment letters will be kept by Capital and Physical Planning.

Planning for Space Needs

Approval of additional space does not guarantee that the associated funds will be provided, so space planning must be integrated with other resource planning. In addition, space planning decisions may involve complicated move sequences or space alterations thus it is essential that space needs be planned for as far in advance as possible.

In the planning and management of campus facilities, all building space is considered to be an allocatable resource subject to continual evaluation in order to achieve the optimal campuswide level of utilization. To this end, Capital and Physical Planning periodically conducts facilities evaluations to assist deans and unit heads in fulfilling their responsibilities for assignment and effective utilization of allocated space and to provide a basis for determining projects to be included in the capital improvement program (new buildings and/or major renovations).

Criteria for space allocations

Space allocations for academic or administrative units are based on the relevant Academic Plan or Operational/Business Plan and are evaluated according to the following criteria:

  1. WORKLOAD FACTORS--includes present and projected numbers of students, faculty, and staff. Both FTE and headcount are considered, as appropriate, based on the request.
  2. PROGRAM REQUIREMENTS--considers special program requirements, and stage of program development.
  3. ADEQUACY OF EXISTING AREA--considers type, quality, and quantity of space in terms of adequacy of existing facilities and in comparison with other campus departments.
  4. UTILIZATION OF EXISTING SPACE - considers how efficiently the existing space is being utilized. A site visit may be necessary to evaluate existing and future space.
  5. TECHNOLOGICAL IMPROVEMENTS--considers changed space requirements for fixed and/or movable equipment, for changed instructional methodology, or for new fields of research.
  6. ENVIRONMENTAL AND GEOGRAPHIC CONSIDERATIONS--considers location requirements based on program needs and access to students, faculty, and staff.
  7. STATE-APPROVED GUIDELINES--includes the State-approved "Restudy Standards" contained in the September 1966 report to the Coordinating Council for Higher Education, entitled "Space and Utilization Standards, California Public Higher Education."

More Information 

General Campus Information

University of California, Riverside
900 University Ave.
Riverside, CA 92521
Tel: (951) 827-1012

Contact Information

Capital Asset Strategies
1223 University Ave Suite 240

Tel: (951) 827-2433
Fax: (951) 827-2402
E-mail: leslie.rose@ucr.edu

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