6440
Page 1 of 6
FOREST SERVICE MANUAL
ROCKY MOUNTAIN RESEARCH STATION (RMRS)
FORT COLLINS, CO
FSM 6400 – PROPERTY MANAGEMENT
CHAPTER 6440 – REAL PROPERTY MANAGEMENT
Supplement No.: 6400-2008-1
Effective Date: October 31, 2008
Duration: This supplement is effective until superseded or removed.
Approved: GEORGE S. FOSTER
Station Director
Date Approved: 10/31/2008
Posting Instructions: Supplements are numbered consecutively by Title and calendar year. Print on
blue paper and post by document name. This is new direction for the RMRS Station (there was not a
previous RM or INT supplement). Retain this transmittal sheet as the first page of this document.
New Document(s):
6440
Superseded Document(s)
by Issuance Number and
Effective Date
(There was not a previous RMRS supplement)
6 Pages
--
Digest of Changes:
6441.03 – Provides policy direction on the management and use of RMRS occupied space.
6441.1 – Delegates authority to Assistant Station Directors (ASDs) and Program Managers (PMs) to
make decisions on office and special purpose space allocations and utilization. Outlines specific roles
and responsibilities related to space utilization and management. Instigates form RMRS-6400-1, “Space
Change Request,” and outlines the process to request space changes. Exhibit 1 includes guidelines and
recommendations to assist line officers in making space allocation decisions.
RMRS SUPPLEMENT: 6400-2008-1
EFFECTIVE DATE: 10/31/2008
DURATION: Effective until superseded or removed
6440
Page 2 of 6
FSM 6400 – PROPERTY MANAGEMENT
CHAPTER 6440 – REAL PROPERTY MANAGEMENT
6441 - SPACE
6441.03 - Policy
It is the policy of the Rocky Mountain Research Station (RMRS) to manage occupied space in order to
accomplish our mission while promoting the efficiency of the government, provide a safe and healthy work
environment and adequate work space, and ensure effective and efficient coordination of effort and sharing
of resources with non-federal partners. In order to accomplish this, the RMRS is committed to management
control and accountability at all levels for real property assets.
All RMRS space is considered “corporate” space and will be managed accordingly. The RMRS will house
operations in facilities that fully comply with applicable rules and regulations pertaining to accessibility.
When planning a space action, first consideration will be given to buildings the RMRS owns or leases in
order to fully utilize our existing facilities.
When considering space allocation, first consideration will be given to meeting the needs of RMRS Program
and Administrative Groups before considering external users and partners needs. RMRS Groups include all
permanent, post-doc, term, SCEPS, and temporary employees. External Users and Partners may include
detached Forest Service staff directly supporting RMRS, contractors, visiting and emeritus scientists,
volunteers, research partners (Forest Service, other Federal, and non-Federal), virtual positions, etc.
The RMRS space assignment policies and procedures provide directions to request space changes, identify
space surpluses and deficits, guide allocation decisions, and ensure that the Station uses its space efficiently
and effectively. This policy relates to all RMRS buildings, whether GSA, leased, or owned.
6441.1 - Space Use
As line officers, Assistant Station Directors (ASD) and Program Managers (PM) have delegated authority to
make decisions on office and special purpose space allocations and utilization.

Office Space includes the following generic office types:
o General Administrative Offices: This type of space accommodates general office functions and
activities that do not require special security or other special features and do not have a high interface
with the public. These offices comprise the majority of RMRS office space.
o “Common” Space: These support areas are common to all general-purpose office environments and
may include, but are not limited to: reception/waiting areas, meeting/conference rooms, kitchenettes,
shared equipment areas, printer stations, etc.
o Secure Administrative Space: These offices accommodate activities which require enhanced levels of
security and little or no public contact. They may include, but are not limited to: the review and
storage of sensitive files, security offices, etc.

Special purpose space (SPS) includes all other spaces required on a continuing basis to accommodate
specific activities that are essential to the research program. These spaces are often not suitable for
RMRS SUPPLEMENT: 6400-2008-1
EFFECTIVE DATE: 10/31/2008
DURATION: Effective until superseded or removed
6440
Page 3 of 6
FSM 6400 – PROPERTY MANAGEMENT
CHAPTER 6440 – REAL PROPERTY MANAGEMENT
conversion to office accommodation because of their special requirements. Examples of special purpose
spaces include, but are not limited to: laboratories, libraries, mailrooms, warehouses, storage space,
computer training rooms, fitness/wellness facility, etc. As with offices, program needs for special purpose
space will be coordinated by the Local Lab Coordinating Committee (LLCC) through the local lab PM.
Office space and SPS requirements should be based on the tasks required for a particular job and on the need
to accomplish the Station’s mission. Other factors affecting space allocations may include privacy and
acoustic requirements, lighting, collaborative needs, space availability, and budget.
RESPONSIBILITIES:
Roles and responsibilities for the Director’s Representatives, Local Lab Coordinating Committees, Program
Representatives, and Program Managers with lab oversight are specifically addressed in the RMRS
supplement to FSM 1230. Roles and responsibilities specific to space-related actions include:

Employees: All employees are responsible for effectively and safely using assigned space and for
informing management of space concerns or changing needs. Employees are required to complete
form RMRS-6400-1, “Space Change Request” for any proposed modifications to existing space
(e.g., converting a lab to office space or vice versa) or to request a different space assignment. One
form can be completed for group moves. Include the names of all affected employees on the form.

Local Lab Coordinating Committee (LLCC): The LLCC will ensure that recommendations
consider effective and efficient use of space to support the mission of the RMRS and our research
program priorities, and that they are consistent with the long-range strategic planning efforts of the
Department, Forest Service, and the Station. The LLCC Chairperson is responsible for implementing
the actions approved by the ASD(s) or PM(s). Scheduled implementation must allow for any
required negotiations with the Union regarding proposed changes in workspace or change to working
conditions that potentially affects bargaining unit employees. The LLCC will coordinate with the
appropriate Labor Relations Advisor regarding proposed changes in work space that may impact
bargaining unit employees.

Assistant Station Directors (ASD) and Program Managers (PM): A “lead” PM has been
designated by the Station Director for each lab location. This PM may or may not be physically
located at the lab location. Oversight responsibilities of the lead PM include serving as first line of
contact and support for the Director’s Representative for the lab, especially when dealing with
delicate or controversial situations, and approving space allocations and usage of lab space and
equipment after consultation with the LLCC, other PM(s) or ASD(s) with staff at the location, and
the Union. The lead Program Manager will consult with the Deputy Station Director on decisions
where consensus was not reached.
Each ASD and PM shall review space needs and utilization annually. This review is typically
accomplished around the time of the unit's preparation of the annual budget and should include an
assessment of current space distribution and utilization patterns as well as any projected increases,
decreases, or changes in the coming year. The Station’s Facilities Management and Engineering staff
RMRS SUPPLEMENT: 6400-2008-1
EFFECTIVE DATE: 10/31/2008
DURATION: Effective until superseded or removed
6440
Page 4 of 6
FSM 6400 – PROPERTY MANAGEMENT
CHAPTER 6440 – REAL PROPERTY MANAGEMENT
can provide existing floor plans of the existing space. The ASD, PM, and the LLCC shall
communicate with the Facilities staff to maintain an accurate inventory of how office and special
purpose space is being utilized.

Station’s Facilities Staff: In consultation with the LLCC, the Station’s Facilities staff is responsible
for maintaining building floor plans and room inventory data for all Station facilities for use by the
LLCC in its formulation of recommendations to the ASD or PM for decisions. The Station’s
Facilities Manager or Engineer is responsible for providing alternatives and recommendations for all
activities associated with a change in function (e.g., converting a lab to general office space or vice
versa) or large-scale changes in a space request which includes construction or renovation.
PROCESS TO REQUEST SPACE CHANGES (for new or existing space):
All requests for new space or changes to existing space shall be evaluated using guidance provided in the
current Departmental Regulation DR 1620, “USDA Space Management Policy.” This policy should be seen
as a general benchmark whenever entering into a new lease or new building construction. Recommended
space allocations specific to RMRS are included in Exhibit 1 at the end of this document.
To request a change in space allocation or utilization (e.g., changing from office space to SPS):
1. Complete form RMRS-6400-1, “Space Change Request” and submit it to the supervisor for
approval. If approved, the supervisor signs the form and submits it to the LLCC Chair. Reasonable
Accommodation requests will be handled separately in accordance with ADA policy and guidelines.
Allow at least 60 days for decision.
2. The LLCC Chairperson reviews the request for completeness. The LLCC prepares a space needs
analysis based on the information provided on form RMRS-6400-1, “Space Change Request”. The
analysis may also include a review of other data such as FTE levels, recommended space allocations
(Exhibit 1), the specific distribution of room size(s) in a facility, special requirements related to
activities or type of staff to be accommodated, walk-through reviews of space and its use, etc. The
LLCC prepares recommendations or alternatives with consequences, and input on the analysis and
recommendations is sought from all affected Programs and the Union. The LLCC will make every
effort to complete an analysis review within 30 calendar days of receipt of a request. Reasons for
deviations from the 30-day review period shall be documented.
3. The LLCC Chairperson submits an analysis of the space request and any financial impact of the
change, along with a recommendation, to the local lead Program Manager for either approval or
disapproval. The local lead Program Manager shall document the decision and notify the requestor
within 7 calendar days. The completed RMRS form and any accompanying documentation can be
utilized in the notification procedure to the Union as established by Article 11 of the Master
Agreement. The local Business Manager maintains the official file of all space requests.
4. Decisions can be appealed to the Deputy Station Director or Station Director, or through the
appropriate grievance process.
RMRS SUPPLEMENT: 6400-2008-1
EFFECTIVE DATE: 10/31/2008
DURATION: Effective until superseded or removed
6440
Page 5 of 6
FSM 6400 – PROPERTY MANAGEMENT
CHAPTER 6440 – REAL PROPERTY MANAGEMENT
EXHIBIT 1
Guidelines For Space Allocation Decision
Space-per-Person Recommendations: The table on the following page shows the recommended range
of square footage allocation for a person by position type. Line officers have the authority and
flexibility to modify these recommendations when more or less space is justifiable. The net assignable
square feet (NASF) shown in the table is defined as the area of a building suitable for occupancy
measured from the interior walls, including closets and secondary corridors within assignable space.
This excludes main corridors, bathrooms, common use, and other non assignable space.
Square Footage Ranges: The square footage ranges are provided to accommodate the varying
programmatic needs of these positions across the Station. For example, a unit may assign an office on
the smaller end of the square footage range to a person who is more likely to spend time working in the
field than in an office. Conversely, a person may be assigned an office on the upper end of the range to
accommodate frequent meetings with multiple individuals.
Applying the Guidelines in Shared Spaces: The recommended square footages of shared spaces
specify the total amount of office space that should be dedicated to any one person. They do not
necessarily indicate the actual size of the office or workspace. For example, a Program should designate
a cumulative 192-256 square feet for four temporary employees (48-64 square feet per person). This
space may or may not accommodate all four persons simultaneously.
NOTE: The types of room occupants listed below do not, in most cases, reflect official job titles or
classifications. They are listed strictly for the purpose of showing the relationship between role, space
type, and net assignable square feet (NASF). The information is only to be used when making office
space related decisions.
RMRS SUPPLEMENT: 6400-2008-1
EFFECTIVE DATE: 10/31/2008
DURATION: Effective until superseded or removed
6440
Page 6 of 6
FSM 6400 – PROPERTY MANAGEMENT
CHAPTER 6440 – REAL PROPERTY MANAGEMENT
EXHIBIT 1 ~ Guidelines For Space Allocation Decision (continued)
These recommendations are not intended to cover all scenarios or be a firm guide. Instead, they provide
a general resource for line officers to help ensure that decisions on square footage allocation are fair
and consistently applied to avoid the appearance of being arbitrary or showing favoritism.
SPACE TYPES
TYPES OF ROOM OCCUPANTS
Recommended
Range: NASF
Per Person
Private
Office
Shared
Office
Cubicle
Director’s Executive Team
Station Director / Deputy Station Director(s)
Executive Assistant(s)
-X
--
--
X
X
Director’s Office Team
Assistant Station Director(s)
Civil Rights Director
Administrative Support Staff / Secretaries
-X
X
--
--
X
X
Science Programs – Permanent Employees
Program / Deputy Program Manager; SA&I Director
RGEG Scientist / Team Lead
Program Specialist
Professional Support Staff (full-time)
Professional Support Staff (part-time)
Administrative / Technical Support Staff (full-time)
Administrative / Technical Support Staff (part-time)
-X
X
X
X
--
--
X
X
X
X
X
X
X
X
X
X
-150-180
120-150
80-100
80-100
64-80
64-80
48-80
Administrative Units – Permanent Employees
Group Leaders / Human Resources Liaison
Business Managers
Professional Support Staff (full-time)
Professional Support Staff (part-time)
Administrative / Technical Support Staff (full-time)
Administrative / Technical Support Staff (part-time)
-X
X
X
-X
X
X
X
X
X
-X
X
X
X
X
X
-80-120
80-100
80-100
64-80
64-80
48-80
Other
Post-docs, Terms, SCEP’s (full-time)
Post-docs, Terms, SCEP’s (part-time)
Visiting Scientists / Emeritus Scientists
Detached units supporting RMRS (ISO, ER, etc.)
Research partners (FS, other federal, or non-federal)
Contractors
Temporary employees
Volunteers
-X
-X
X
X
X
X
X
X
X
-X
X
X
X
X
X
X
X
-80-100
64-80
80-100
64-80
64-80
48-80
48-64
48-64
-200-250
80-100
-150-180
120-150
64-80
NOTE: Part-time denotes the room occupant is 50% FTE or less. If the occupant is more than 50% FTE, it is
recommended to follow the guidelines for full-time room occupant.