Policy
The Space Planning Committee is responsible for revisions to this policy on a periodic basis, as outlined.
Definitions
Space - Any portion of the University's buildings, rooms and grounds that may have either a specific or discretionary use.
Basic Principles
1. The University is committed to ensuring that the members and guests of the University community have access to safe, comfortable and useful space conducive to its purpose in which to teach, learn, research, study and work.
2. Space is a limited campus resource. The University is obliged to ensure that the physical facilities and space at the University are apportioned and used in the most effective manner.
3. Decisions on the acquisition, modification or usage of space will be made wherever possible within a long-term context that is consistent with the Strategic Plan, as applicable.
4. Space-related decision-making shall be made insofar as it is possible in concert with and in light of budget planning.
Responsibility of the Space Planning Committee
1. The Space Planning Committee advises Senior Management on all issues related to the major space planning and allocation, e.g., a campus plan, new buildings, the major renovation of existing facilities, and any policy issues related to campus planning and space allocation.
2. The Space Planning Committee manages the allocation and utilization of established space.
3. The Committee will ensure that the process for decision-making is transparent and inclusive, and that recommendations are informed, reflective of and consistent with the principles in this policy.
4. Towards those ends the Committee will be expected to:
- understand the issues related to the current space and facilities including current and potential uses;
- implement a systematic, clear and accountable process for handling requests that involve the establishment of new facilities and space, the initial allocation of space and changes to the use of established space;
- engage in short and long-term planning of space and facilities to accommodate the future plans of the University consistent with the Strategic Plan, as applicable;
- ensure that University space is being used effectively and efficiently; and
- review space allocations when asked or when it considers that to be appropriate.
Responsibility of the University's Employees and Other Occupants
1. All occupants of space owned or leased by the University have a responsibility to ensure that the space they inhabit is being used effectively and efficiently.
2. Where space may be used more effectively and efficiently, occupants of space owned or leased by the University are expected to inform the Space Planning Committee.
3. Where space may have multiple uses, occupants of space owned or leased by the University are expected to proactively support the development of creative solutions that are consistent with the principles in this policy.
Allocation of Space
1. Space shall be planned and allocated in a manner that:
- best meets the core mission of the University;
- best meets the Strategic Plan, as applicable; and
- is within the constraints of the University's financial plans.
2. The health and safety of the members of the University community are the paramount considerations in planning, allocating and managing space.
3. The reallocation and modification of existing space must take account of the relative cost and benefit of the proposed use of space in the context of long-term plans of the University and consistent with the Strategic Plan, as applicable.
4. Prioritization, where there are competing interests in the allocation of space, will be based on the best combination of factors including University priority, cost, available alternatives, and benefits. The recommendation will not be made until all those interested have had a full opportunity to present their view.
5. Core space use priorities for the University, in general, include:
- classrooms, other teaching and learning spaces including laboratories and informal learning spaces;
- research;
- offices and other workspaces (including meeting rooms, facilities to house infrastructure and technology);
- to support learning (library, student services offices, bookstore, etc.);
- space required to serve student organizations;
- food services;
- academic and administrative support services; and
- student residences.
Review
This policy will be reviewed by the Space Planning Committee and be approved by Senior Management at least once every five years.