University Business Policies and Procedures Manual

5200
ALLOCATION AND ASSIGNMENT OF SPACE
Effective Date: April 1, 1996
Revised:  08/01/06
Subject to Change Without Notice 

Authorized by Regents' Policy 7.9 "Property Management"

1. General

The University shall make the most efficient use of limited existing space. The University Space Allocation Committee is an administrative committee appointed by the President of the University to oversee the assignment to and utilization by the various organizational units of all facilities and spaces owned or leased by the University. This includes space leased off campus by the University. The membership of the Space Allocation Committee consists of the University Provost/ Executive Vice President for Academic Affairs, the University Executive Assistant to the President; the University Executive Vice President for Administration, Student Affairs, and Institutional Advancement; the University Director of Real Estate; the University Registrar, who coordinates the scheduling of all general classrooms; a representative from the Physical Plant Department, and the University Campus Planner. The Executive Vice President for Administration will serve as Committee Chairperson, and the Committee will schedule meetings on the first Wednesday of the month or on an as needed basis.

2. Space Allocation Committee Functions

The Space Allocation Committee will review the utilization of all space periodically and reallocate space, when appropriate, to promote efficient use of the limited space available. The Committee will review and render decisions concerning the assignment of space in the following circumstances:

2.1. New or Existing Unallocated Space

When space is provided by new construction and/or the subsequent vacation of existing facilities and/or major renovation of existing facilities.

2.2. Conversion of Academic Space

When a general classroom, lecture hall, or seminar room is proposed for conversion to any other use.

2.3. Request for Additional Space

When deans or directors cannot resolve space issues among their departments or units or when the need for additional space is beyond their current space allocation.

2.4. Change of Space Assignment

When the assignment of space is proposed to be changed from one (1) organizational unit to another unit.

 3. Assignment of General Classroom Space

The Registrar's Office is responsible for assigning general classroom space. Classroom space includes all areas used for instruction, including classrooms, lecture halls, labs, and seminar spaces. Instruction includes, but is not limited to, regularly scheduled lectures, labs, seminars, and community and professional outreach training programs.

3.1. Classroom Assignment

Classes will be assigned to rooms with seating capacities which match the anticipated enrollment limit as nearly as possible. Departments with conference or seminar rooms that have acceptable access and are of appropriate size should request these facilities for classes that naturally lend themselves to a seminar format of delivery.

3.2. Classroom Space Assigned to Departments

Deans and directors who have classroom space assigned to them will notify the Registrar's Office of departmental classroom assignments each semester. The Registrar's Office will determine how the remaining departmental classroom space is scheduled. Assignment of classroom space is designed to provide the best teaching and learning opportunities to all students at The University of New Mexico.

4. Assigned Departmental Space

Deans and directors will be responsible for the management of space assigned to their various departments and units. Deans and directors will notify the Space Allocation Committee of the following:

• When there is a change in the internal allocation of space from one (1) department to another department.
• When the nature of the use of any space is changed.
• When the delineation or configuration of a space is to be changed by the installation or removal of partitions or walls and/or the relocation of doorways.
• When assigned space is greater than the functional needs of a department or unit.

5. Assignment of Space by the Space Allocation Committee

Within the following policy guidelines, high priority will be given to the creation and utilization of multi-use spaces and office landscaping solutions. Changes in space assignment and/or utilization within the Health Sciences Center, Student Union Building, the South Campus Complex, and the Continuing Education Center must be approved by the University Executive Vice President for Health Sciences, the University Director of Student Union Operations and the New Mexico Union Board, the University Athletic Director, and the University Dean of Continuing Education respectively. These changes must also be reported to the Campus Planner for inclusion in and update of the Commission on Higher Education Space Inventory. The Space Allocation Committee will refer any space issues that have long-range campus facilities development implications to the University Campus Planning Committee for consideration before final action is taken by the Space Allocation Committee.

5.1. Priority

When there are multiple requests for new or existing unallocated space, assignment by the Space Allocation Committee will be generally guided by the following utilization priority order:

• Instruction *
• Library Services
• Research
• Public Service Functions
• Institutional Support Services
• Student Government
• Other

*To ensure the University provides the best teaching and learning opportunities and because of very limited classroom and seminar space, no general classrooms or seminar rooms may be converted to any other usage without first being reviewed by the Registrar.

5.2. Quantity of Space

The Space Allocation Committee will be guided by the following minimum criteria in determining the quantity of space allocated:

• Deans, department heads, directors 140 - 150 sq. ft.
• Professionals 120 sq. ft.
• Professional (part-time)
  two (2) or more per roo0m 60 sq. ft.
• Secretarial/clerical station 120 sq. ft.
• Secretarial/clerical
  open office configuration 80 sq. ft.
• Secretarial/clerical (part-time)
  two (2) or more per room 60 sq. ft.
• Teaching Assistants
  two (2) or more per room 50 - 60 sq. ft.
• Non-teaching student employees ** (if approved) 50 - 60 sq. ft.

**Graduate and research assistants, graduate students, and work study students will not be assigned space except where their duties require such space and only with the approval of the dean, director, department head, and the Space Allocation Committee.

6. Requests for Additions and/or Changes in Assigned Space

The Space Allocation Committee will accept and review requests for changes in space assignment and utilization throughout the year. Departments needing space off campus must request from the Committee approval to lease such space. Since some of the requested actions and the Committee's decisions will have financial implications, the Committee will coordinate its decisions with the capital budget planning process. Deans, directors, and department heads are encouraged to identify anticipated space need issues as part of the annual capital improvement projects planning process to assure consideration in the capital budget plan for the next year.

Space issues will be initiated and reviewed in the following sequence:

6.1. Accessibility

The University is required by federal law to ensure accessibility to those individuals with disabilities. Requests to locate a program to a non accessible space or to change the function of an existing non accessible space must include the cost and funding source for the work necessary to provide accessibility. In no case will an existing accessible space or a facility be rendered inaccessible because of modifications or remodeling.

6.2. Department Head

The department head's request should include the:

• general nature of the request;
• location of space;
• current utilization of existing assigned space;
• proposed utilization;
• justification for the request;
• time implications for decisions; and
• results of consultation with current occupants of space if the space is not currently assigned to the department or is shared with another department.

6.3. Dean/Director

The dean/director should provide the information listed in Section 6.2. herein if he or she is initiating the request or provide comment if reviewing a request.

6.4. Vice President

The cognizant Vice President should provide the information listed in Section 6.2. herein if he or she is initiating the request or provide comment if reviewing a request. The request should be forwarded to the Campus Planner for Committee meeting agenda preparation.

6.5. Campus Planner

The Campus Planner should:

• review the request;
• consult with the requesting unit for additional information;
• determine alternative solutions;
• review or obtain necessary cost implications;
• consult with the Director of Facility Planning and the Director of the Physical Plant for availability of funding;
• consult with the Registrar in situations that have general classroom implications; and
• prepare Committee agenda information, including recommended Committee action, and maintain official Committee records, in consultation with the Committee Chairperson.

6.6. Space Allocation Committee

The Space Allocation Committee should review the request and communicate their decision to all parties impacted by the request and decision. The Committee may decide to:

• approve the request;
• approve an alternative solution;
• approve the request subject to allocation of funds in the capital budget plan;
• request additional information before action is taken; or
• disapprove the request.

The Committee, after approval of the request by the dean or director of any of the conditions stated in Section 4. herein, will send a Space Allocation Memo to the appropriate University departments or units and will notify the following organizations of the changes:

• University Physical Plant Department - Assistant Director
• University Lock Shop
• University Telecommunications
• University Postal Services
• University Parking Services
• University Associate Vice President for Financial Services
• NM Commission on Higher Education - Space Analyst
• Other applicable departments and/or units33.

7. Off Campus Space

Departments needing space off campus must request approval from the Space Allocation Committee to lease such space. The request must include:

• specific space needs,
• location requirements,
• funding source,
• justification for the request, and
• time implications.

The request should follow the same process stated in all of Section 6. herein. If the request is approved, the Director of Real Estate is responsible for procuring space in coordination with the department.

Comments may be sent to UBPPM@UNM.edu
http://www.unm.edu/~ubppm