The efficient use of physical space is a key element in supporting programs of instruction, research and service to the University’s constituents, and the successful planning, use, and assignment of campus space requires responsible management. To ensure the best interests of the campus and University’s mission, the Space Committee exists to make assignment decisions on the use of instructional, research, student, and administrative space. Recommendations on the allocation of space are the result of consistent and strategic analysis intended to optimize the productive use of this resource, and to advance the missions and strategic priorities of the campus.
Space Committee Guiding Principles:
- Space is a limited resource of the campus and is not owned by divisions, departments, or current occupants.
- Space assignments are intended to reflect the strategic academic, research, service, and outreach priorities established by the campus.
- Space requests are considered based on current needs, which factor in existing space allocations and utilization.
- Departments are responsible for ensuring that their allocated space is used efficiently and that they have the funds or can leverage funds necessary to address any additional space and upgrades’ needs. The Space Committee is unable to help garner funding for any needed improvements, moves, etc.
- Departments are encouraged to collaborate on space such as classrooms, conference rooms, and reception areas.
Purpose and Scope
Building and land space is a valuable university resource that should be managed for maximum efficiency. The management and allocation of space must be done in such a way as to meet the university’s goals and mission efficiently and effectively.
Space Allocation Philosophy
Space will be allocated to the best use for the University. Departments are encouraged to collaborate on like use space (e.g. classrooms, conference rooms, computer labs, reception areas, training rooms, counseling and testing rooms). Preference will be given to departments that demonstrate efficient utilization of assigned space (e.g. appropriate sized offices, effective use of storage space, suitable utilization rates on classrooms and class labs).
Space vacated by a physical move, renovation, or new building construction is allocated back to the University. Likewise, space vacated due to a reduction in program size, reduction in workforce, or program elimination is also allocated back to the University. Space Committee will review potential uses of the space consistent with the academic, strategic, and physical master plans, existing outstanding space requests and new requests.
Space Committee may prioritize departmental space needs based on historic data, along with clear, factual data.
Departments and groups needing space are encouraged to leverage grants and other special funds to utilize auxiliary leased spaces whenever possible such that there is a larger benefit to CSU.
Leasing University space to non-General Fund units or to outside groups (revenue generating) requires review by the Space Committee. Areas exempt from this requirement are the Powerhouse Energy Institute, Research Innovation Center 2nd floor, and MRDAs. Leasing space off campus (expenditure leases) requires a review by the Space Committee.
Any reassignment or reallocation within a Division or College does need approvals from the Dean and will be shared with Campus Planning for updates to the database. The reassignment should fall within the guidelines of allowable uses and any desired modifications or changes should be reviewed by the building department prior to being finalized. The Space Committee will be notified of this kind of reassignment (e.g. College of engineering reassigned Christiansen airfield hangar to the drone center).
University Space Standards
Standards for office size can be found within the Space Committee Resources. Auxiliary units are exempt from space allocation guidelines within their own buildings (Lory Student Center, CSU Health and Medical Center, Student Recreation Center, residence halls and residential apartments, and athletic facilities). Though these units are encouraged to follow the guidelines for appropriate use of university resources.
All new classrooms that are either 900 sq.ft. in size or designed to seat more than 30 students and built whether with University, UFFAB or department funds will be General Assignment classrooms and scheduled through the Registrar’s Office Virtual EMS.
Space information is maintained for Federal, State, and University accountability requirements and needs to be as complete and accurate as possible. Departments will notify Campus Planning, email@example.com, of any changes to space which includes department move, room use change, or changes in occupants.
Notification of Available Space
Process for large blocks of space as they become available is outlined in the Process for Requesting Space section.
Review of space requests and proposals for space assignment is the responsibility of the Space (Allocation) Committee. The seven-voting membership consists of a representative appointed by each of the following:
- Vice President of Operations (Co-Chairperson)
- Office of the Provost (Co-Chairperson)
- Vice President of Research
- Dean from one of the colleges, serving a 3-year term
- Dean from one of the colleges, serving a 3-year term
- Vice President of Student Affairs
- Director of Facilities Management
The ex-officio non-voting member is the University Campus Planner from Facilities Management (FM). The ex-officio member is responsible for facilitating the committee functionality (inclusive of agendas, any needed due diligence, facilitating presentations from various interested groups, communications, maintaining records of the Committee’s activities, sending decision notification to applicants, and making recommendations to the committee if needed). Other FM Campus Planning team members may attend meetings on a regular basis to ensure space documentation and communications occur in a timely fashion.
STRATA will be represented at all meetings as a non-voting member like the non-voting FM attendees.
Members are expected to familiarize themselves with the space request prior to the meeting and participate in space request discussions. When a member is not able to attend, they should designate an alternate/proxy to vote in their stead. Voting will be conducted using criteria as noted on the website and the forms and requests can either be approved, conditionally approved, deferred, or denied.
Current Committee Members
Sue James – Co-Chair
Brendan Hanlon – Co-Chair
Heather Pidcoke / Melissa Reynolds / Alan Rudolph
Gargi Duttgupta – Meeting Facilitator
John Slack / Brandon Ates / Tamara Alexander
Process for Requesting Space
This process is not meant for major capital projects. Large / Major capital projects will accommodate space needs (including any swing space needs) through program planning. For proposed new programs, the applicant may use the Space Request (SR) Form, to initiate a space ask, and to enable tracking of space needs. The assumption is that new programs will have accommodated costs for space during their approval process. Though the SC will attempt to accommodate new program space needs to the best of their ability, it is possible that new programs may require program plans; the purview of the SC is limited to existing and available resources. New programs needing more than 10,000 GSF will fall into the capital category as understood by the SC.
Any entity requiring space beyond what is assigned to them or needing to vacate space, needs to follow this process. A SR is filled out, reviewed and signed by the appropriate College Dean, Agency Director, Vice President, or Vice Provost. The SR is submitted to Campus Planning. Campus Planning reviews the application, completes due diligence (which may include a space audit), and responds to the applicant for completion if necessary or brings it to the Space Committee for consideration. The request is then reviewed and voted on by the Space Committee. All efforts will be made to accommodate the request within the available resources. If there is no viable option within CSU owned space, then options through STRATA can be explored.
If a large block of space becomes available, Campus Planning will bring that to the attention of the Space Committee and post an RFP (Request for Proposal) to the Deans, Directors, and Department Heads distribution list, unless the space is needed to satisfy one or more space requests that are already under consideration. Applicants interested in the space will need to complete the SR. In order to participate in an RFP process a department must submit an SR for review by the Space Committee for any new space proposals not already under consideration. Campus Planning reviews the application, completes due diligence (which may include a space audit), and responds to the applicant for completion if necessary or brings it to the Space Committee for consideration. Applicants may be asked to present at a Space Committee meeting, prior to voting.
All decisions by the Space Committee will be considered final. If majority vote cannot be achieved or a request has special circumstances; the space request decision will be made by the SC chairs (and may include discussions with other CSU leadership) with a recommendation from the Space Committee. Decisions will be emailed to the requestor. RFP decisions will be posted on the website. For detailed information on the process, please refer to the Space Request Process.
Meetings & Minutes
The Committee meets the first Monday of the month or at the discretion of the Chairperson(s). All voting members shall be notified of meeting time, date, and location at least one week prior to each meeting. Minutes are taken at every Committee meeting and copies distributed to all members. Under special conditions such as timing or funding restrictions the Chairperson(s) can ask for an email vote on a space request.
Jan. 4, 2023 Meeting – Minutes