(1) The effective planning, management and control of accommodation and space are key to the University's strategic planning and operational effectiveness. The principles and procedures that describe the University's Policy on the Management of Space are outlined in this document. (2) This policy aims to: (3) This policy applies to all university space, including space that is used by Colleges, Administrative Units and Entities, and covers the assignment and control of such space. (4) A separate UWS Timetabling Policy defines the categorisation of teaching space and its timetabling to users via the central timetable system (Syllabus Plus). (5) For the purpose of this policy: (6) This policy is based on five fundamental principles: (7) The following positions have key roles and responsibilities in the planning, assignment, and administration of University space: (8) The UWS space inventory database is the recognised source of authoritative information on each room/space in the University. Space may be assigned, (by way of lease, loan or assignment) to Schools, Units of the University or to Entities; however, ownership of the space remains with the University. (9) Schools, Units or Entities to which space is assigned must use space for its intended purpose. Proposals involving functional or structural change to the space (e.g. cutting openings; or altering the surfaces of walls, ceilings or floors) may only be undertaken if coordinated and approved by Office of Capital Works and Facilities. (10) Upon termination of a space assignment, the space will revert to the "unassigned space" inventory unless re-assigned. (11) All space is to be utilised efficiently. A space that is used infrequently or inappropriately may be reassigned to others. (12) To avoid unnecessary duplication and costs, space is to be shared to the maximum extent possible. This principle applies to laboratories, storage areas, meeting rooms, centralized facilities, common areas and other functional areas where sharing is practical. (13) Academic and administrative units may designate space within their space assignment as "hot workspaces" to ensure that their staff travelling between campuses, and their part-time or casual staff are satisfactorily accommodated. The Deputy Vice-Chancellor Corporate Strategy and Services may request evidence periodically that designated "hot workspaces" are being appropriately utilised. (14) The Director Capital Works and Facilities will periodically review the utilisation and distribution of available space and may, at his discretion, recommend re-distribution of space to the Vice-Chancellor via the Deputy Vice-Chancellor Corporate Strategy and Services. (15) Custody of space designated as 'common teaching space' is assigned to the Registrar and is scheduled for use via the central timetabling system. (Refer Timetabling Policy) (16) All space that is assigned to Entities must be documented in a written "space usage agreement" such as a lease or memorandum of understanding setting out in detail the spaces involved (including use of common teaching space if applicable), the terms of the arrangement, and responsibilities of the parties. (17) Space Usage Agreements must be authorized by the Deputy Vice-Chancellor Corporate Strategy and Services and the Office of University Legal Counsel, and approved by UWS Vice-Chancellor. (18) UWS Innovation & Consulting has been delegated responsibility for coordinating the leasing of university space, drafting space usage agreements, and maintaining a register of all leases involving the University's space holdings. (19) All circulation space is to remain clear of obstruction and available for free access by all authorised users in accordance with relevant legislation and guidelines. (20) Office of Capital Works and Facilities, as its nominal custodian, regulates to ensure the safety, security, and appropriate maintenance of circulation space. (21) It is the day-to-day responsibility of Units who are the principal users of circulation space to ensure that it is used in a safe and appropriate manner. (22) The size and nature of space assigned to Schools, Units or to individuals will be governed primarily by the availability of existing space in the locations sought. Subject to the above, when new space is created, either by reconfiguration of existing space or by new construction, it will be configured on the basis of UWS Space Planning Guidelines approved by the Director Capital Works and Facilities. (23) Teaching space is comprised of centrally supported common teaching spaces and unit-supported specialised teaching spaces. All teaching space is to be placed on the University's central timetable system, Syllabus Plus, and is to be made available for teaching or other uses in accordance with the UWS Timetabling Policy. (24) Full-time staff members are assigned a dedicated workspace. A workspace may be an office, an area that is fully or partially screened, or a portion of a defined open area. (25) Part-time and casual staff members will be assigned a workspace appropriate to the requirements of their duties. In most instances this will be a shared workspace. Only in exceptional circumstances will part-time and casual staff be assigned a dedicated workspace. (26) No staff member is entitled to more than one dedicated workspace for his or her exclusive use. (27) Full-time post-doctoral fellows and research assistants will be assigned either a shared or a dedicated workspace depending on space availability. Research postgraduate students will be assigned a workspace where possible, but may be required to share the space with one or more other students. (28) Custodians of space must report to Office of Capital Works and Facilities any change in the way a room is used (e.g. from a store room to say an office) both to maintain the integrity of the University's space database, and to ensure that the change has no statutory and legal implications that may pose risk to the University. (29) Prior to any space reassignment requiring movement of staff, Heads of School, Directors, and Entity leaders are responsible for ensuring that adequate consultation with affected staff takes place. (30) Requests for changes to space assignment must be progressed, with appropriate justification, through the relevant Deputy Vice-Chancellor or Executive Dean. (31) Space assignments or reassignments will be routinely recorded by Office of Capital Works and Facilities in conjunction with approved capital works projects that involve changes to custodianship. The assignment or reassignment will be effective from the handover date of the new, refurbished, or reconfigured space unless a prospective custodian negotiates an alternative date. (32) Space reassignment may also occur as a result of a capital works project, or in association with an approved University restructure program. The effective date for space reassignment in such cases will normally be the relocation date. (33) The Director Capital Works and Facilities, bears overall responsibility for the maintenance of buildings, grounds and services infrastructure, and all non-habitable floor areas such as passages, toilets, plant rooms, etc. (34) Custodians of space have overall responsibility for administration of all space that is assigned to their unit. (35) Other units are responsible for specific components of UWS space infrastructure, that is to say IT for computing, AV for audio-visual equipment. (36) Responsibility for Maintenance of University Space, is a guideline that outlines the responsibilities of units for maintenance of different aspects of university space and its content. (37) All alterations to space and other costs associated with a relocation or space reassignment will be charged to the requesting College, School, Administrative Unit or Entity unless they are associated with an approved University restructure program or are part of a project funded from the Capital Budget. (38) Where partial or total funding from the Capital Budget is sought, the proposal will be assessed on basis of the principles and in accordance with the procedures governing that funding source. (39) For University-initiated projects, all building and fit out works (i.e. partitions, IT and telephone connections, carpet, new ceilings, painting, fixed cupboards) will be funded from the Capital Budget. In such projects, new furniture, if considered necessary, will also be funded from this budget. (40) Removal costs that are related to an approved University restructure program will be funded from the relevant University-wide restructure account and will cover the removal of unit equipment and individual staff member's computer, files and library only. The requesting Unit or Entity will fund removal costs that are not related to an approved University restructure program. (41) Use of university space by non-university persons or organisations exposes the University to costs and to risks for which it is not insured. All activities involving non-university personnel whether commercial or non-commercial in nature are to be appropriately insured and bookings appropriately documented. A Casual Room Booking Policy (currently under development) and procedure is in preparation that will address these issues in detail. (42) The process whereby custody of space is transferred depends on whether the transfer occurs in association with a capital works project or an approved University restructure program, or whether it arises from a request in independent of those processes. Approval of a capital works project or a University restructure project is deemed to include approval of all associated space re-assignments and relocations, and the space re-assignment and relocation takes effect when the associated project is handed over. (43) Where a request for transfer of space arises independent of projects or university restructure, the procedure for transfer of space custody depends on whether the proposed transfer involves a Minor or a Standard space relocation and associated space assignment or reassignment. (Refer Definitions) (44) Requests for assignment of additional space are normally made through the periodic capital works bidding process. Requests independent of that process are to be made on the appropriate form. (45) If additional space cannot be found in existing university facilities, the construction of new space is subject to the annual capital planning cycle and is subject to the usual principles and procedures governing the Capital Budget. (46) Requests for relocation are normally made through the periodic capital works bidding process. Requests independent of that process are to be made on the appropriate form. If the proposal impacts on Common Teaching space, a Teaching Space Impact Statement must also be attached. (47) All requests to transfer space to or from Common Teaching are considered as standard space reassignments, and must be made on the appropriate forms and are endorsed by the Courses and Timetabling Manager. (48) All relocations will be managed by Office of Capital Works and Facilities, which will assign an appropriate manager to the relocation depending on the size and complexity of the task. (49) Office of Capital Works and Facilities will likewise arrange and manage all removals. (50) Office of Capital Works and Facilities will coordinate final clean up, refurbishment, maintenance, IT and Communications and movers for all relocations and removals. (51) Units are responsible for managing and informing their personnel of moves and ensuring that space being vacated is fully packed and ready for movers in accordance with the program established for the move. (52) Personal effects of individuals may be included in removals if so desired by the staff member at their own risk. The University accepts no responsibility for personal property of individuals during the removal process. (53) All space vacated by individuals or units is to be left in a state appropriate for final clean up. (54) Enquiries related to this policy can be directed, in the first instance, to the Systems and Information Manager who has responsibility for the Facilities Systems and Planning Team. (55) Space Relocation and Associated Works Request (56) Space Planning Guidelines (currently under development)Space Management Policy
Section 1 - Purpose and Content
Section 2 - Definitions
Top of Page
Section 3 - Policy Statement
Part A - Principles
Part B - Roles and Responsibilities
Part C - Custody And Control of Space
All Space
Common Teaching Space
Space assigned to Entities
Circulation Space
Part D - Space Assignment Guidelines
Part E - Changes in Space Use and Assignment
Part F - Maintenance of University Space and Contents
Part G - Funding of Relocations and Alterations to Space
Part H - Use of Assigned Space by other than UWS Students and Staff
Section 4 - Procedures
Part I - Additional Space
Part J - Standard and Minor Relocations
Part K - Transfer of Space to and from Common Teaching
Part L - Management of Relocations and Removals
Section 5 - Guidelines
Part M - Information and Contact
Part N - Associated Information
University Policies, Procedures and Guidelines
Other Information
Attachments
Space Allocation, Re-allocation and Relocation Request Flowchart
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Casual Room Booking Policy (currently under development)
Timetabling Policy
Common Teaching Space Impact Statement
Responsibility for Maintenance of University Space (currently under development)