Space Assignment, Management, and Alteration

University Policy 601.4, Space Assignment, Management, and Alteration

Executive Summary

 To promote the most efficient use of University space, the Chancellor and each vice chancellor are responsible for delegating space within his or her division. Requests for additional space should be resolved whenever possible at the Divisional level.

Policy Details

The following policies and procedures governing the assignment, reassignment and alteration of University space have been adopted to promote the most efficient use of one of the University's most limited resources.

1. Assignment of Space: 

1. All campus space is considered University space.  The Chancellor retains the authority to assign and reassign space to any unit on campus.  All space assignments are to be considered temporary, but remain in effect until formal reassignment occurs.
2. The Space Policy Committee (SPC) advises the Chancellor and makes recommendations on assignment and reassignment of space.  The SPC members are the Vice Chancellor for Academic Affairs/Provost, Vice Chancellor for Business Affairs, Vice Chancellor for Student Affairs, Vice Chancellor for University Advancement, Vice Chancellor for Research and Economic Development, Senior Associate Provost, Associate Vice Chancellor for Facilities Management, Assistant Provost for Academic Planning and Institutional Research, and the Director of Facilities Planning (non-voting/recording secretary).  
3. The Chancellor has assigned responsibility for all campus spaces (including offices, classrooms, laboratories, conference/seminar rooms, and lounges) to one of four administrative divisions: (a) Office of the Chancellor; (b) Academic Affairs; (c) Business Affairs; (d) Student Affairs; and (e) University Advancement. These assignments are recorded in the Computer Aided Facilities Management System (CAFM).
4. The Chancellor and each Vice Chancellor will make further delegations of space management responsibility within his or her division. For example, the Chancellor may delegate management of certain space to the Director of Athletics, while the Vice Chancellor for Academic Affairs may delegate space management responsibility to the college level and, through the appropriate dean, to the departmental level. These delegations of space management responsibility will be clearly indicated in the CAFM system.
5. Organizational managers with delegated responsibility for management of space (Vice Chancellors, Senior Associate Provost, Deans, Departmental Chairs, Associate Vice Chancellors, and Directors) shall make decisions with respect to the assignment, use, and reassignment of such space. It is the responsibility of each administrator with delegated responsibility for space management to ensure that changes in room use and activity are recorded in the CAFM system.
6. Organizational managers with delegated responsibility for management of space (Vice Chancellors, Senior Associate Provost, Deans, Departmental Chairs, Associate Vice Chancellors, and Directors) will appoint a Space Coordinator to maintain data on their assigned space in the CAFM system.

2.  Alteration and Renovation of Space:

1. Organizational managers with delegated responsibility for management of space shall seek approval at the Vice Chancellor level for all space renovations and alterations.
2. Any physical space alteration or renovation shall be designed and constructed under the direction of the Facilities Management Department to ensure life safety code compliance. 
3. For the purposes of this Policy “alteration” includes, but is not limited to:

• all minor construction
• changes in facility configuration
• fabrication, modification, removal, or installation of hardware and equipment
• addition, removal, or movement of signs
• erection, relocation, or removal of walls, partitions, doors, locks, and windows
• changes to finishes or flooring material 

4. For the purposes of this Policy “renovation” is defined as any work that is required to restore, upgrade, or otherwise improve the condition of facilities.
5. It is the responsibility of the Associate Vice Chancellor for Facilities Management to ensure that alterations in physical space are recorded in the CAFM.
6. No classroom, laboratory, conference/seminar room, or other facility dedicated to instruction may be converted to non-instructional use without written approval from the Provost/Vice Chancellor for Academic Affairs.

3.  Requests for Additional Space:

1. Requests for additional space should be resolved at the divisional level whenever possible.
2. If a divisional solution cannot be found, requests for additional space or for reassignment of space across divisional lines shall be forwarded to the Director of Facilities Planning for review.
3. The Director of Facilities Planning, in coordination with Assistant Provost for Institutional Research, will assess alternatives (including space alterations, reassignments, and off-campus options).
4. The Director of Facilities Planning will present options and recommendations on reassignment of space to the Space Policy Committee (SPC).  The SPC will make decisions on recommendations presented by the Director of Facilities Planning and forward its decision to the Chancellor for approval.
5. The SPC is also responsible for the analysis of options and recommendations to the Chancellor on the assignment and use of space vacated by the construction of new campus facilities.
6. To ensure efficient use of University buildings, “The University of North Carolina Space Planning Standards” will used as a guide when analyzing all additional space needs.

4.  Scheduling Space:

Revision History

• Initially approved as Policy Statement #11 in 1979
• Rescinded October 12, 1992
• Revised, new policy number assigned, and approved August 28, 1995
• Revised March 20, 2007
• Updated January 28, 2011

Authority: Chancellor