SPACE MANAGEMENT POLICY 2010
CONTENTS
1.0
2.0
3.0
4.0
5.0
6.0
7.0
8.0
9.0
10.0
11.0
12.0
13.0
Policy Statement
Space Management
Space Management Objectives
Space Allocation
Space Standards and Planning
Space Utilisation and Functional Suitability
Space Accounting
Space Audit and Annual Report
Space Charging
Leased Property
Student Residential Accommodation
Energy, Environment and Carbon management
Equality and Diversity
1.0 Policy Statement
1.1 The University operates with limited resources. Space is a limited resource and
space management is one way of minimizing surplus or poorly utilised space so that
funds can be reallocated to meet other critical needs.
1.2 The University is committed to a strategy of managing space by improving space
allocation, standards, planning, utilisation and performance of related activities to support
the University’s strategic objectives
1.3 The long term goal in Estates Strategy is to occupy the most ‘fit for purpose’ and cost
effective space possible to operate using consolidated and rationalised flexible facilities
and improve utilisation including creating appropriate decant space to facilitate strategic
estates development.
1.4 This goal will also be achieved in compliance with the Workplace (Health, Safety and
Welfare) Regulations 1992
1.5 The Estates and Buildings Office (EBO) will identify the techniques and scope of work
necessary to deliver effective space management and related activities.
1.6 EBO will produce a University Space Management Guide to enable procedural
implementation of this policy
2.0 Space Management
2.1 Space management is the process of allocating available space to users in an
equitable way, projecting and planning space requirements, identifying deficiencies,
monitoring use, assisting users with space usage problems, and resolving space
problems to maximise efficiency and effectiveness.
3.0 Space Management Objectives
3.1 Space Management is needed to ensure that:
(1) Available space is allocated equitably and appropriately among all users
(2) Use and occupancy of space is continuously maintained and updated and any
unauthorized use is highlighted and re-allocated appropriately
(3) Surplus or poorly utilised facilities are closed and possibly disposed of to reduce
maintenance and operating costs
(4) Occupancy is consolidated and rationalised to maximise utilisation and minimize
energy, maintenance, and other operating costs
(5) Space standards reflect use of Information and Communications technology (ICT)
infrastructure and working practices
(6) New buildings and facilities are constructed only if needed
4.0 Space Allocation
4.1 Space will be allocated to users in an equitable way by use of the EBO Space
Standards and Reference Areas. These Standards and Reference Areas will define the
individual and/or collective square metres area allocation for all of the University’s
activities.
4.2 The standards will take account of current and planned ICT innovations and changes
in working practices
4.3 EBO will be responsible for all space allocation and re-allocation where space
becomes vacant and is no longer required by allocated occupiers
4.4 The Estates Committee will make final decisions on space allocation in circumstances
where conflict resolution is required. The Space Management Guide will detail the
escalation process to minimise the number of issues handled by Estates Committee.
5.0 Space Standards and Planning
5.1 The Senior Management Group (SMG) and Estates Committee will approve the EBO
Space Standards annually and these will be used to conduct short term through to long
range planning activities including projected space needs to match growth activities and
estates master planning.
5.2 Space planning will be led by the EBO in liaison with Colleges and University
Services and EBO will validate and identify authorization for all space use.
5.3 Colleges and University Services will be required to review their space annually and
maintain accurate records of Full Time Equivalent (FTE) staff numbers, space usage,
pedagogical models and research activities to inform space allocation calculations and
transfer of space for central shared uses.
5.4 The Registry Office will provide the official total Student FTE numbers each session
to inform the space allocation calculations
5.5 EBO will conduct space consolidation and rationalisation feasibility studies, option
appraisals and projects in support of Colleges’ and University Services Business
Planning
6.0 Space Utilisation and Functional Suitability
6.1 Utilisation is a measure of how often space is used for the purposes intended.
6.2 Functional suitability is a user subjective measure of how suitable space is for the
purposes intended
6.3 These measurements will be assessed annually for all space by EBO on the basis of
sampling or a full record.
7.0 Space Accounting
7.1 Space accounting or recording will involve the compilation, verification and
maintenance of all space data and related/linked electronic floor plans.
7.2 This activity will primarily involve recording space allocation in comparison with space
reference areas and standards and highlight any under or over provision, space utilisation
and functional suitability.
8.0 Space Audit and Annual Report
8.1 EBO will produce an annual audit report validating space holdings, allocation,
utilisation and functional suitability.
8.2 This report will provide feedback to inform the space management process and
enable strategic planning decisions to be made by SMG and Estates Committee including
approval of any changes to space standards.
8.3 SMG and Estates Committee will also approve any University wide space reduction,
utilisation and functional suitability targets and these will be documented in Estates
Strategy and the Space Management Guide
8.4 The annual audit report will also inform space charging and any capital expenditure
decisions for new buildings and facilities.
9.0 Space Charging
9.1 Space will not be charged on a rental basis and the allocation and apportionment of
space overhead costs will be decided by the Finance Office informed by EBO space
allocation accounts. These costs will include energy, maintenance and other operating
costs referred to as Premises Costs in Income and Expenditure accounts
9.2 The University will progressively move to a building by building allocation and
apportionment of Premises Costs which will enable Colleges and University Services to
inform strategic decisions on their long term space planning and utilisation.
9.3 Space use will be charged on a cost per hour per room basis for all timetabled and
booked Central Teaching and Examination Space.
10.0 Leased Property
10.1 Leased property is included in this policy
11.0 Student Residential Accommodation
11.1 Student Residential Accommodation is excluded from this policy
12.0 Energy, Environment and Carbon Management
14.1 All space management will comply with the University’s Energy, Environmental and
Carbon Management Policies.
13.0 Equality and Diversity
15.1 All space management will comply with the University’s Equality and Diversity Policy
and Disability and Equality Scheme (DES) Action Plan for Physical Access
Date Reviewed: May 2010
Version Number: 1
Author/Revised by: Director of Estates
Approved by: University Court on Recommendation of Estates Committee and SMG
Next Review Date: May 2012