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Policy and Procedure ManualChapter 360, Physical Facilities Responsible Department: Office of Resource Management and Planning Exhibit A, Change in Room Assignment Notice This section provides policy regarding space allocations, criteria and priorities for the campus administration's evaluation of space needs, and procedures for space requests. See also Sections 360-20, Facilities Planning and Management, and 360-23, Space Assignments by Departments. A. Authority 1. The Chancellor has overall responsibility and authority for facilities planning and management. This responsibility and authority has been delegated by the Chancellor to the Executive Vice Chancellor. 2. As part of the responsibility and authority for facilities planning and management, the Executive Vice Chancellor makes major allocations of space to deans, directors, and vice chancellors for assignment to units under their jurisdiction. (Space for administrative and service units is normally allocated directly to units, although vice chancellors may reassign the space; see II-H, below.) Deans, directors, and vice chancellors will further delegate their responsibility and authority for space assignment to the heads of units under their jurisdiction. 3. The Associate Vice Chancellor--Planning & Budget recommends to the Executive Vice Chancellor space allocations to schools, colleges, and administrative units, and all intercollege reassignments, and approves all major intracollege reassignments and all reassignments involving changes in room function. B. Planning for Space Needs In the planning and management of campus facilities, all building space is considered to be an allocable resource subject to continual evaluation in order to achieve the optimal campuswide level of utilization. Facilities utilization evaluations are conducted by the administration in order to ensure equitable distribution among major campus units and to assist deans and unit heads in fulfilling their responsibilities for assignment and effective utilization of allocated space. 1. Annual Review of Academic Department or Program Allocations Space needs may change as new faculty positions are added or as faculty positions become vacant, and a reallocation of space may be made. These staffing changes are reviewed and evaluated each year by the Executive Vice Chancellor, the Associate Vice Chancellor--Planning & Budget, and the deans and directors, with analytic and staff assistance provided by the Planning & Budget Office. 2. Periodic Review of Allocated Space by Department or Program A review and evaluation of facilities allocated to each department or program is conducted every five to seven years. Analytical staff support for the review is provided by the Planning & Budget Office. The review provides the basis for updating the campus facilities plan, which in turn specifies the projects and project priorities to be included in the major and minor capital improvement programs. C. Criteria for Space Allocations Space allocations are based on the Academic Plan and are evaluated according to the following criteria: 1. Workload Factors--includes present and projected numbers of students, faculty, and staff. Both FTE and headcount are considered, in accordance with State-approved guidelines as noted below. 2. Program Requirements--considers special program requirements, uniqueness of program, need for improvement of program quality, and stage of program development. 3. Adequacy of Existing Area--considers type, quality, and quantity of space in terms of efficiency of existing facilities and in comparison with other campus departments. 4. Technological Improvements--considers changed space requirements for fixed and/or movable equipment, for changed instructional methodology, or for new fields of research. 5. Environmental and Geographic Considerations--considers location requirements based on program needs and access to students, faculty, and staff. 6. State-Approved Guidelines--includes the State- approved "Restudy Standards" and standards for offices contained in the September 1966 report to the Coordinating Council for Higher Education, entitled "Space and Utilization Standards, California Public Higher Education," and the University of California space planning guidelines for the health sciences. D. Location of Space Allocations Insofar as possible, each department should be housed in one location to promote interaction among faculty, students, and staff and to maximize efficiency of operations. Administrative and student service units are housed in locations that accommodate the needs of their clientele. E. Storage Space Campus storage space is limited and should be utilized only for equipment or other material that must be retained. Storage space is assigned by the Associate Vice Chancellor--Planning & Budget upon the request of deans or vice chancellors. F. Use of Space by Student Organizations Except for student governments, formal space allocations are not made to student organizations. Deans and department chairs, however, may authorize the incidental use of facilities by student organizations if, in the judgment of the dean or department chair, that use of space contributes to the goals of the college/school or department. G. Classroom Scheduling Formal instructional activities will be scheduled on a first priority basis, but insofar as possible will be scheduled so as to minimally preclude students and faculty from participating in the full range of cultural and academically related activities available during the evening hours and on weekends. H. Office Space Allocations for Administrative and Service Departments The administration evaluates the space requirements of administrative and service units on the basis of operational requirements and the responsibilities of staff personnel assigned to each unit. I. Office Space Allocations for Academic Departments 1. Campus Priorities for Determination of Office Space Allocations The Planning & Budget Office evaluates office space requirements for academic departments according to the priorities listed below. The priorities reflect the proportions of time academic staff and graduate students in pay status devote to the department or school program. These priorities are based on the premise that paid staff in academic titles will be provided office space insofar as possible in accordance with the priorities described below; department chairs, however, have the discretion to assign space as they deem appropriate (see Section 360-23). a. Full-time voting members of the Academic Senate and equivalent titles (i.e., agronomists in the Agricultural Experiment Station, supervisors of physical education, and astronomers). b. Full-time instructors who are non-voting Senate members, lecturers, supervisors of teacher education, and Cooperative Extension specialists. c. Part-time academic appointees in the following titles: assistant professor and above and equivalent titles, lecturer, instructor, supervisor of teacher education, health sciences clinical staff, Cooperative Extension specialist, associate-in, teaching assistant, and language assistant. d. Medicine and veterinary medicine interns and residents, and professional researchers and research assistants whose principal assignments do not involve laboratory research (normally staff members in social sciences/humanities departments) or whose desks cannot be located in laboratories for reasons of environmental health and safety. e. Remedial tutors, nursery school teachers and assistants, physical activities assistants, student assistants (tutors and language examiners only), and affiliated staff (e.g., U.S. Department of Agriculture, State of California). f. Emeritus professors, postdoctoral and visiting scholars in non-pay status, professional researchers and research assistants in pay status other than those included in category d above, graduate students in pay status, readers, and peer advisers. Postdoctoral and visiting scholars in a pay status normally will be included in one of the priorities referred to in categories a-e, above. g. Nonsupported graduate students. 2. Space allocations not supported by State standards The State space standards do not recognize emeritus professors, postdoctoral and visiting scholars in non-pay status, and graduate students in non-pay status for purposes of providing facilities for the University; therefore, space requests for these individuals will not be given recognition in facilities utilization evaluations conducted by the campus administration or in proposed State-funded major capital improvement projects. However, individuals in these categories make an important contribution to the intellectual climate and research capacity of the University, and hence department chairs may, at their discretion, elect to recognize these contributions in the assignment of office space (see Section 360-23). III. Procedures for Allocation and Annual Review of Space
Further information may be obtained by calling the Director, Facilities Planning & Capital Budgets, Planning & Budget Office, 2-2433. Copyright © 2006 The Regents of the
University of California, Davis Campus. All Rights Reserved. |
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