Policy Concerning Space Allocation and Assignment
May 2001
Introduction
There are
two dimensions to issues surrounding physical space: assignment of space in the broad categories, i.e., instruction,
laboratory, etc., and the actual use of existing space that may or may not be
consistent with the respective originally established categories. As a rule, space is assigned in the official
system records in terms of the original plans for a building. Changes are possible in certain
circumstances such as changes due to major remodel, change from classroom to
laboratory, etc. The determination of
the need for State-funded construction is made in terms of the official data
base--Space Facilities Data Base (SFDB).
This policy is intended to guide the campus process for the allocation
and reallocation of space.
Principles
n All
facilities located on the site of the University are the property of the
University and are subject to University assignment. Exceptions are those facilities constructed with non-State/non-university
funds and located on University land subjected to terms of a long-term lease,
i.e., the California Academy for Mathematics and Science (CAMS), the proposed
Sports Complex.
n To the
extent possible, uses of space should closely approximate the official CSU
assignment classification as shown in the SFDB.
n Every
effort should be made to document the current use of space as compared to its
classification and to reflect changes that have occurred in the SFDB and the
operation data base. The role and
purposes of the University have evolved in significant ways since the initial
construction of assignment of space as much as thirty or more years ago. For example, increasing emphasis on faculty
and student research opportunities funded by external funds often requires
space for faculty and student research project activity funded externally. Similarly, many additional student service
functions over the years have led to greater non-instructional space demands.
n To the
maximum extent possible, space currently being used for non-instructional
purposes and originally intended for instructional purposes should be reviewed to determine if it may be
returned to the original purposes.
Instructional space should be converted to non-instructional space only
as a last resort.
n Assignment
and the reassignment of space are an all-University matter and are not the
exclusive responsibility of any single University division or unit.
n All units
of the University are responsible for assuring that maximum utilization of
space is achieved. For example,
specialized space when unused for its primary purposes should be made available
for other related, compatible, interdisciplinary uses with due consideration to
safety and security.
n The
following guidelines in the assignment or reassignment of space should apply:
a. The
relationship to long-term goals, objectives and priorities of the University,
including support for the acquisition of additional facilities and the
University's continued development.
b. The
maximum utilization of space for instructional
purposes contributing to program quality.
c. Priority
for space assignment is as follows:
(1.) instruction; (2.) student services; (3.) administration. Community uses may be accommodated after
on-campus needs are met. (See Policy on
Scheduling and Use of Campus Facilities and Space.)
d. Efficiency
and effectiveness of overall University operations.
e. Recognition
of external requirements including:
(1.) Accreditation
(2.) American
Disabilities Act
(3.) Health
and safety
Formation of Standing Committee and Procedures
A
University physical space allocation committee is established. This Committee is charged with the following
responsibilities:
a. To review
all plans and proposals for the permanent assignment and reassignment of
physical space in all University facilities that fall within one or more of the
following:
l.
Inter-divisional transfer of space. (For these purposes the library is
considered a division.)
2. Changes
in use.
3. Actions
that result in modification of the SFDB.
4. Modification
of space that involves minor capital outlay.
5. Space
vacated as the result of new facilities coming on-line.
b. To review
annually the overall operational space inventory in comparison with the SFDB to
ascertain changes and trends.
c. To make
timely recommendations following review to the President for his endorsement
for implementation.
Normally,
requests for changes in space assignment and utilization will be initiated at
the departmental level and forwarded through the appropriate dean to the
responsible vice president who in turn will propose the change(s) to the
Committee through the Director of Planning and Construction Management.
All units
or subunits affected by a potential change in a space assignment should be
consulted in the reassignment process.
The Space
Allocation Committee will meet on a regular basis to act upon proposals. It is understood that this may require
meetings during interim and summer terms as well as during the regular academic
year. The committee shall maintain
minutes that will be published to the campus in an appropriate manner.
Planning for new facilities and major capital outlay
projects will continue to be the responsibility of the University Physical
Master Plan committee.
The Space
Allocation Committee shall number nine persons:
Two appointed by the Academic Senate
for two year, overlapping terms.
Six
appointed by the President, at least one of whom shall be from Academic
Affairs.
One student representative appointed
by A.S.I. President
The Chair
shall be selected by members of the committee.
The
Director of Facilities Planning and Construction Management shall act as staff
to the Space Allocation Committee.