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University Policies

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  • Policy Title: Space Use and Assignment
  • Policy Number: ESU-FA-2011-025
  • Effective: April 11, 2012
  • Adopted: April 11, 2012
  • Last Reviewed: N/A
  • Amended: N/A
  • Related Policies: None

Policy Statement:

The authority to assign space is delegated to the Vice President of Finance and Administration, who administers this through the Director of Facilities Management.

All space on campus may only be used for approved academic, athletic, administrative, or student related activities, or for university approved special events.

No department, unit, program, position, or individual "owns" space on campus. Space assignments are made by the University through Facilities Management.

All space on campus is to be utilized for its intended use as identified by its categorization per Facilities Management.The utilization or assignment of any space that is built, configured, or classified as Research Space (by Facilities Management) will be decided by the Provost or designee to ensure optimal and judicious use.

All users and occupants who wish to move or change spaces must follow the established Moving/Occupying Space Procedures.

Space assignments are made based on need and availability, using in part guidelines provided by the Pennsylvania State System of Higher Education.

All requests for space must follow the established Space Request Procedures.

Periodic Review and requests for space allocation are handled by Facilities Management using established procedures.

All space on campus is to be utilized for its intended use as identified by its categorization per Facilities Management.

All users and occupants who wish to move or change spaces must follow the established Moving/Occupying Space Procedures.

Change of use for a particular space is not permitted arbitrarily and must follow the established Change of Use Procedures.

Reconfiguration and/or remodel of any space must be justified and adequately funded and must follow the established Remodeling Procedures.

Law Enforcement and Maintenance Personnel will have access to all campus space, except where specific requests are approved by the Vice President of Finance and Administration, who may delegate this authority to the Director of Facilities Management.

All unallocated or vacated spaces will revert back to Facilities Management for allocation as needed.

Reason for Policy:

This policy and related procedures are intended to guide space allocation decisions and assure the most efficient use of available space, in addition to helping identify space surpluses and deficits.

This policy applies to all departments, units, programs, or positions that are assigned campus spaces or may be seeking space assignment.

Appeal Statement:

Not Specified in Current Policy

Definitions:

Space: All University owned and leased space, including but not limited to offices, meeting rooms, classrooms, research and instructional laboratories, theatres, auditoriums, and storage within a building.

Space Audit: Site visits are conducted by Facilities Management by walking through all/most space assigned to a given unit and by comparing room utilization data from the annual space survey to observed activities.

Research Space: A space or room used primarily for laboratory experimentation; research; professional research and observation; or structured creative activity within a specific program. Such space is assigned by the Provost and not scheduled by the Registrar.

Other Relevant Information:

Space Request

This procedure will help assure a better understanding by Facilities Management of the space needs, and may also help identify space options not apparent to current users.

Change of Use

Remodel/Reconfiguration

Moving/Relocating

Request for Research Space