All University of North Carolina Charlotte facilities and buildings, inclusive of all space contained within, are considered assets belonging to the University as a whole. To promote the highest and best use of University space, the University – through delegated authority of the Chancellor – assigns space to specific users for defined periods of time. The University periodically reviews all campus space allocations, assesses space utilization, and constructs, acquires, and reallocates space as necessary to support the University’s academic and strategic priorities and associated plans.
The following policies, procedures, and guidelines governing the assignment, reassignment, and alteration of University space have been adopted to promote the most efficient and strategically aligned use of one of the University’s most essential resources.
A. All campus space is considered University space. The Chancellor retains the authority to assign and reassign space to any unit on campus. No University unit “owns” the space that has been allocated to it. As such, all space assignments are to be considered temporary, but remain in effect until any formal reassignment occurs.
B. Five primary administrative divisions are assigned campus space: (a) Office of the Chancellor (inclusive of Athletics and the Office of Legal Affairs); (b) Academic Affairs (inclusive of Research and Economic Development and Information Technology); (c) Business Affairs; (d) Student Affairs; and (e) University Advancement. These five units are provided delegated responsibility to ensure that all allocated space is being utilized efficiently and in a fashion consistent with the intent and/or program associated with the original allocation. Further, these units will assume responsibility for providing accurate periodic space reporting data including assignment verification and room use and activity. Units and sub-units will designate staff responsible for space usage reporting. In conjunction with the University Space Management Office, each primary unit will be expected to conduct an audit and usage verification of all allocated space on an annual basis.
C. As a general rule, campus facilities and associated spaces funded by auxiliary sources – most notably student fees – shall be given usage priority by those designated funding sources and constituencies.
A. The Space and Property Steering Committee (SPSC) advises the Chancellor on all matters pertaining to campus space planning in relation to strategic priorities. The SPSC receives periodic consultation from various campus stakeholders as well as agencies assigned responsibility for campus planning and design, capital construction, facilities management, real property management, and space management. Further, the SPSC will execute final review of all space assignment and allocation recommendations, and report those actions to the Chancellor accordingly. The SPSC members are: Chief of Staff; Provost; Vice Chancellor for Business Affairs; Vice Chancellor for Research and Economic Development; Vice Chancellor for Student Affairs; Vice Chancellor for University Advancement; Vice Chancellor for Information Technology and Chief Information Officer; and Director of Intercollegiate Athletics.
B. The Space Management Advisory Committee (SMAC) is responsible for reviewing all requests for new space, reallocation of current space, and/or change in use of space for all campus buildings (except in student residences which will be reviewed on a consultative basis with that associated unit), and providing related recommendations to the Space and Property Steering Committee and the Chancellor. The primary focus of the SMAC is to consider the space needs of the University and transact space assignment and allocation requests in the context of: the educational mission of the University and its institutional priorities and strategic needs; individual programs, units and stakeholder groups; and the campus community as a whole. Administrative support for SMAC activities is provided by the University’s Space Management Office. The SMAC is not responsible for event scheduling or the scheduling of classes, but is responsible for overseeing and measuring trends and efficiency metrics associated with campus space scheduling and usage. To assist in addressing competing and conflicting space demands, a series of space allocation guiding principles are provided in Section III of this Policy.
Specific space allocation, reallocation, and change of use request procedures have been developed by the SMAC and are maintained on the UNC Charlotte space management web site. The SMAC members are: Senior campus space administrator (Chair); 1 general delegate from Business Affairs; 1 general delegate from Student Affairs; 1 general delegate from Academic Affairs; 1 general delegate from University Advancement; Senior Associate Provost (or designee); Associate Vice Chancellor for Facilities Management (or designee); 1 delegate representing the Property Review Committee; and 1 at-large delegate appointed by the Chancellor.
C. A University Space Management Office, reporting to the Vice Chancellor for Business Affairs, oversees all administrative responsibilities for campus space management for all University buildings and facilities. The Space Management Office oversees all space utilization metrics, the space inventory database, annual space audits, space usage reports, coordination with various campus planning and capital improvement units, and integration with all primary University units. The Space Management Office is responsible for advising the SMAC on all matters pertaining to space requests, allocation, and reallocation, and it maintains a web site on that committee’s behalf. Additionally, the space management web site provides all space standards as well as space request, allocation, audit, and utilization analysis procedures for the University.
D. Units responsible for overseeing student fee funded and athletic facilities will establish space use and allocation guidelines and/or committees specific to those facilities and which will help inform related space allocation decisions. The Chancellor reserves the right to determine the highest and best use of student fee/auxiliary and athletic facilities as institutional priorities require, and to oversee usage of those facilities accordingly.
The following guiding principles will be used in conjunction with the space allocation process:
A. All space requests will be reviewed on a highest and best use basis and will support the overall educational mission and strategic priorities of the University’s academic and research programs and support services as established by the Chancellor and the Cabinet, and contained within University strategic and master plans.
B. Every effort will be made to allocate University space equitably.
C. Space allocations are made to administrative and academic units, not specific individuals.
D. Space that becomes vacant within a unit or college generally should be reallocated by the unit head for that unit, but all such reallocation plans must first be reviewed and approved by the SMAC and the SPSC.
E. As a general operating practice, a unit does not have to submit a space allocation request in cases where new employees are being assigned to the same space(s) as their predecessors. That space change transaction is to be conducted directly in Archibus by the unit administrator.
F. Depletion of classrooms and/or other teaching facilities as a consequence of space reallocation action is discouraged and generally should occur on a last-option only basis.
G. All requests for space allocation, reallocation, or change of use must be made in writing to the SMAC using forms and procedures as presented on the Space Management Office web site.
H. Activities conducted by the SMAC will be transparent. Meeting minutes and status of all requests will be available for review.
I. Whenever possible, programmatically similar or supporting units should be located in a proximate or contiguous fashion so as to optimize shared resources and synergies. Similarly, proximity of a unit head to her/his supervised staff should be attained whenever possible.
J. Space allocation requests are evaluated, in part, on the basis of the usage patterns and efficiencies of existing space assignments. Space scheduling practices, along with general space usage patterns, will be reviewed periodically by the Space Management Office and the SMAC.
K. Whenever possible, space allocations should meet functional design requirements with the goal of minimizing renovations, alterations and associated expenditures.
L. Whenever entire buildings or sections of buildings are vacated, studies should be conducted on said space to determine reuse capacity, alteration/retrofit costs, and possible best uses.
M. Whenever entire buildings or sections of buildings are vacated, the campus space administrator and the SMAC will articulate methods by which reuse plans for said space can be proposed, reviewed, and allocated. Corresponding SMAC-generated space allocation, assignment, and repurposing recommendations may include endorsements for resource allocation necessary to conduct associated modifications and renovations to said space.
N. Whenever possible and as a means to maximize usage efficiencies, common use spaces (eg conference rooms, meeting rooms, shops, storage areas) should be shared between departments, especially in areas where units are proximate in their primary space assignments. Similarly, common use space allocated and scheduled by a unit should be made available to other units when not in use.
O. Space that is specifically allocated to a unit on a time-limited basis shall be vacated and returned to the University as unassigned space at the end of any such term. Extensions on time-limited space assignments may be made in advance through the SMAC.
P. As a general rule, individual faculty members and administrators will not be assigned more than one private office unless as required by multiple unit supervisory responsibilities or in conjunction with remote field operations.
Q. Emeriti faculty will be provided office space whenever possible on the basis of availability.
The following priorities will be used in conjunction with the space allocation process:
A. Safe and accessible teaching and learning space specific to meeting course offerings and related curricular needs will be given highest space allocation priority.
B. When conflicting or competing needs arise, the highest and best use of space specific to the University’s strategic priorities will govern the space allocation decision-making process.
C. The quality and functionality of the assigned space is given higher priority than overall square footage of the space.
D. Co-location of programmatically-related functions will assume a higher priority than the co-location of non-related functions.
E. Programs that are funded will be given higher space request priority than those that are unfunded or funding-uncertain.
All commitments of space and associated funding issues for the following should be reviewed by the SMAC and SPSC prior to obligating the University:
A. Hiring commitments: Hiring contracts that contain specific commitments of additional, augmented, or altered space should first be reviewed by the SMAC and SPSC to insure the availability/feasibility of any such commitments. The Space Management Office will conduct an expedited review of any immediate-need space commitment decision as requested, and will advise the SMAC and SPSC accordingly.
B. Grants and contracts: All grants and contracts that require additional and/or altered space must first be reviewed by the SMAC and SPSC for approval.
C. New programs: No unit shall transact a new program (permanently funded or financed with limited term funds) without first ensuring the availability of related required space through SMAC and SPSC review.
A. For the purposes of this Policy, “alteration” includes, but is not limited to:
B. For purposes of this Policy, “renovation” is defined as any work that is required to restore, upgrade, or otherwise improve the condition of facilities.
C. Any physical space alteration or renovation associated with a request for newly allocated, reallocated, or a change of use will be designed and constructed under the direction of the Facilities Management Department to ensure life safety code compliance.
D. Requests for alterations to existing campus space that may influence the usage of said space will be forwarded by the Facilities Management Department to the Space Management Office for review and determination of possible related SMAC and/or SPSC action.
E. It is the responsibility of the Associate Vice Chancellor for Facilities Management to ensure that alterations in physical space are properly recorded in appropriate University facilities management systems.
F. No classroom, laboratory, or other facility dedicated to instruction may be converted to non-instructional use without approval of the SMAC and SPSC.
Requirements for scheduling the use of campus space for a particular activity are contained in University Policy 601.6, Scheduling University Facilities.