Renovation and Space Utilization Policy

General Guidelines

All indoor and outdoor space that is owned or controlled by the University is considered University space and is subject to assignment for a specified use by a designated department or unit. The utilization of all University space is subject to local, state and federal rules and regulations as they relate to life safety, environmental health, accessibility, or any other applicable statute. Accordingly, the respective division, college/school, or department administrators are responsible for effective use of all space assigned to them.

All space must be formally assigned by the Chief Operating Officer (COO). The Facilities Department Management is responsible for insuring the University complies with all facility related regulations. Requests for any change of function, research support, reallocation/reassignment, internal reassignment or renovation must be made through the Space Use Request Form and approved by the appropriate administrative structure as indicated on the form.

Flow Chart

The COO is the final arbiter of all space related issues including: assignments, reallocation of use, modification or renovation. All space related issues will be reviewed with respect to the University's strategic initiatives.

Operating Principles for Renovation and/or Change of Space Utilization

Faculty, staff, and students must be afforded sufficient interior space to support the University's teaching, research, and service missions.

Space allocations should be made consistent with the University's strategic plan
so that the physical resource of space is made available in response to programmatic commitments and priorities of the institution in relation to strategic planning and research.

Space allocations should be made within the framework outlined by the University Master Plan with respect to concepts such as campus neighborhoods, places for communication, activity spaces, and circulation spaces.

Space should be allocated efficiently, and review of requests for change of space assignments will include analysis of cost and cost benefits.

Space must be suited to its intended purpose, whether classroom, lab, office, or other uses.

Space must be maintainable, including cleaning, repairing, and refurbishing.

Safety and accessibility must be an inherent part of the space reallocation/re-assignment or renovation process. All applicable codes must be met as part of the space reallocation process.

All full-time faculty should be assigned an office. Private office space and lab space are not normally provided to emeritus faculty or part-time faculty unless space is available.

Graduate students are not provided with private offices unless special circumstances exist.

Renovation and/or Change of Space Utilization Actions Requiring Review and Approval

  1. New Degree or Modified Academic Programs: Any academic degree program which will require additional space or renovation of exiting space requires notification in addition to a description of the space requirements.
  1. Research Support: Grant submissions that increase staff, and that require university space to support the grant must be submitted to the COO for review and inclusion in university space planning priorities prior to grant submission. For more detail, see the Office of Research and Sponsored Programs Policy on Grant Proposals Requiring Space Allocation for Research, Service and Instructional Activities.
  1. Change of function Classrooms and academic support space can not be taken off line or have a substantial change of use without approval of the COO. (A substantial change would include converting the space to non-instructional, reducing the seating capacity of a classroom or lab, significantly altering or restricting the type of instruction possible in the room, removing or modifying a classroom in the university scheduling process, restricting what classes/units may use it, or otherwise altering the availability or functionality of the space.)
  1. Reallocation or re-assignment: Reallocation or re-assignment between two colleges or units must go through their respective Dean(s) and Vice President(s) for review and approval then be forwarded to the COO for final review and approval. If a mutually accepted recommendation for use can not be reconciled between the two colleges or units, then a decision based on a recommendation from the respective Vice President(s) will be forwarded to the COO for final re-assignment.
  1. Internal re-assignments within a college or department do not need to go through the COO unless there is a major change in function.
  1. Renovations: Any project that involves modification or alteration of existing space will receive an estimate of cost after the Space Use Request Form is submitted. The COO has the final approval for all renovation requests.