• Section 1 - Purpose and Context
• Section 2 - Definitions
• Section 3 - Policy Statement
• Part A - Principles
• Part B - Roles and Responsibilities
• Section 4 - Procedures
• Part C - Custody and Control of Space
• All Space
• Common Teaching Space
• Space Assigned to Entities
• Circulation Space
• Part D - Changes in Space Use and Assignment
• Part E - Maintenance of University Space and Contents
• Part F - Funding of Relocations and Alterations to Space
• Part G - Use of Assigned Space by other than University of Western Sydney Students and Staff
• Part H - Transfer of Space
• 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 - Space Assignment
• Part N - Information and Contact
• Part O - Associated Documents
• University Policies, Procedures and Guidelines
• Other Documents
• Attachments

Section 1 - Purpose and Context

(1) The effective and efficient 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:

1. support the University's vision and mission;
2. meet the workspace requirements of administrative units, academic units and associated entities;
3. allow flexibility for the development of new initiatives and enable the University to respond quickly to market opportunities;
4. provide a framework for the regular review of the University's space needs and the use of its physical assets, and
5. form a basis for procedures to be followed in relation to the assignment of space and the relocation of staff.

(3) This policy applies to all space on university premises, including space that is used by schools, administrative units, controlled entities and any space that is subject to a contract or commercial arrangement, and covers the assignment and control of such space.

(4) A separate Timetabling Policy defines the categorisation of teaching space and its timetabling to users via the central timetable system (Syllabus Plus).

Section 2 - Definitions

(5) For the purpose of this policy:

1. capital plan- is funding allocated for capital works projects and comprises four key activity categories: Capital Projects; Infrastructure Renewal; Relocation Projects; and Backlog Maintenance.
2. common teaching space- is general, non-specialised space used for teaching and related activity. All common teaching spaces are timetabled on Syllabus Plus. Typical examples are lecture theatres, lecture rooms, tutorial/seminar rooms. Subsets of common teaching space are computing and information technology laboratories.
3. Entities- are University controlled entities (e.g. Western Sydney University The College, uwsconnect).
4. external organisations - are separate entities that are not part of the University but meet with the University's Strategy and Plan 2010-2015 'Making the Difference' with the key focus to "Build organisational and financial strength" through "leverage of land holdings to increase income".
5. minor relocations - are those that have little or no impact outside the requesting unit and place no demands on the University's capital Plan. A minor relocation has the following characteristics:
   1. involves movement within a specific site, and
   2. no change to the function of rooms, and
   3. involves only an individual or a small number of persons or rooms; and
   4. falls within space controlled by a Deputy Vice-Chancellor; and
   5. involves only minor or negligible associated building alterations or refurbishments that are fully funded by the requesting unit.
6. Relocation - is the process whereby a person, unit or activity is moved from one location to another. It includes associated activities such as space reassignment if necessary, modification of space or spaces to suit the new user/use, changeover of IT and telephone, and physical movement of room contents. This activity may place demands on the University's Capital Budget.
7. Removal - is the process whereby the contents of a room/workspace (i.e. computer, files, personal library, etc.) are physically moved to another room/workspace.
8. space assignment - the process whereby custody of space is given to a custodian (Dean, Director, or Entity Head).
9. space reassignment - the process whereby custody of space is transferred from one space custodian to another on the University's space database.
10. space usage agreement - is a general term used in this policy to describe sections of a contract, tenancy agreement, Memorandum of Understanding or similar document that stipulates the conditions whereby an entity is assigned use or control of University space. A space usage agreement must cover all privileges and costs associated with the space assignment, including identification of dedicated and common spaces involved, terms of agreement, responsibility for maintenance, etc.

Section 3 - Policy Statement

Part A - Principles

(6) This policy is based on six principles:

1. As a publicly funded institution, the University is accountable to use the assets with which it has been entrusted to realise its strategic and operational objectives.
2. As the owner of its physical assets, the University aims to ensure the most effective and efficient use of all its facilities for the delivery of its teaching and learning, research and other activities.
3. The University will support its staff and students in their role as custodians of these assets and in their responsibility to ensure that they are maintained and developed for future generations.
4. The University, and not any group or individual within it, is the owner of its physical assets. While the University's space is temporarily assigned to a School, Unit, or other entity, the duration of such custody is temporary and is subject to ongoing review and redistribution to maximise benefit to the University as a whole. As a critical asset, space is to be shared and used in a flexible and co-operative way to achieve the best outcomes for the university community.
5. The University will continuously review, allocate and manage its space or physical assets to reflect the University's Strategic Plan objectives.
6. The University will provide a safe environment for students, staff, entities and other tenants.

Part B - Roles and Responsibilities

(7) The following positions have key roles and responsibilities in the planning, assignment, and administration of University space:

1. Board of Trustees:
   1. Is responsible for the approval of the University Capital Works Plan and the annual budget. The University Infrastructure Committee supports the work of the Board.
2. Vice-Chancellor and President:
   1. Approves the assigning of space to a Division or School, or the re-assigning of space between a Division and School, upon recommendation from the relevant Deputy Vice-Chancellor.
3. Deputy Vice-Chancellor and University Provost:
   1. Is responsible for approving space utilisation and the distribution of space amongst Divisions and Schools, and reporting to and advising the Vice-Chancellor and President on such.
4. Deputy Vice-Chancellors
   1. Are responsible for equitable distribution of space under their custody, periodically reviewing this distribution, and ensuring that units, persons or entities under their control comply with this policy.
   2. Are responsible for approving the sub-assignment of space to units within their Division, or the redistribution of space between them. The Deputy Vice-Chancellor and University Provost also has this responsibility for space in Schools.
5. Deans, Directors Research Institutes , Directors, unit heads and Entity Leaders:
   1. Are responsible for ensuring the day-to-day management and administration of space within their custody. For the purpose of this policy the Pro Vice-Chancellors and Executive Directors have the same responsibilities as the Directors.
   2. Unit heads are responsible for ensuring that circulation space of which there unit is a principle user, is used in a safe and appropriate manner.
6. Director, Commercial and Estate Planning and the Office of Commercial and Estate Planning:
   1. Is responsible for any commercially leased property or space subject to a contract arrangement with external organisations. Management of such property or space is in accordance with the terms of the contract.
   2. Is responsible for coordinating the leasing of university land and buildings not required for Academic purposes including buildings specifically constructed for commercial purposes, drafting premises agreements with commercial tenants and maintaining a register of all commercial leases/licences involving the University's land and buildings.
7. Director, Capital Works and Facilities and the Office of Capital Works and Facilities:
   1. Has overall authority for the management, modification, and maintenance of the university's building fabric and infrastructure assets, provides advice on assignment of space, and is responsible for the administration of this policy. a system of standards for the assignment and administration of University space, and integration of these standards into the planning and procurement processes for capital construction and renovation projects. The position is also responsible for collection, compilation, maintenance and periodic audit of the University space inventory database. Other responsibilities include development and maintenance of the University's Strategic Plan and related policy and procedures,
   2. Regulates to ensure the safety, security, and appropriate maintenance of circulation space.

Section 4 - Procedures

Part C - Custody and Control of Space

All Space

(8) The University 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 the University's Schools and units, or to entities, or to external organisations as part of a contract agreement; however, ownership of the space remains with the University.

(9) Assignment requests are to be endorsed by the relevant Dean, Director or Entities Managing Director in conjunction with the Director, Capital Works and Facilities. The request shall be submitted to the Deputy Vice-Chancellor and University Provost for recommendation, followed by submission to the Vice-Chancellor and President for approval.

(10) Units 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.

(11) Upon termination of a space assignment, the space will revert to the "unassigned space" inventory unless re-assigned.

(12) A space that is used infrequently or inappropriately may be reassigned to others.

(13) To avoid duplication, space is to be shared to the maximum extent possible. This principle applies to laboratories, storage areas, meeting rooms, centralised facilities, common areas and other functional areas where sharing is practical.

(14) 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 and University Provost may request evidence periodically that designated "hot workspaces" are being appropriately utilised.

(15) 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 and President via the Deputy Vice-Chancellor and University Provost and take into consideration the commercial arrangements referred to under Part B - Roles and Responsibilities, subclause 'f'.

Common Teaching Space

(16) Custody of space designated as 'common teaching space' is assigned to the Academic Registrar's Office and is scheduled for use via Syllabus Plus. (Refer Timetabling Policy)

Space Assigned to Entities

(17) All space that is assigned to an entity or an external organisation 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. Such agreements include recovery of utility costs and other agreed costs.

(18) Space Usage Agreements must be authorised by the Deputy Vice-Chancellor and University Provost, Office of Commercial and Estate Planning and the Office of Legal Counsel, and approved in accordance with the Delegations (Administrative) Policy.

Circulation Space

(19) Circulation space is any foyer, corridor, stair, lift or other similar area for the movement of people or goods within a building. Space that is defined only by furniture or workstations is considered to be part of the primary space.

(20) 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.

Part D - Changes in Space Use and Assignment

(21) Custodians of space must report to the Office of Capital Works and Facilities within one month of 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.

(22) Prior to any space reassignment requiring movement of staff, Deans, Director, and Entity leaders are responsible for ensuring that adequate consultation with affected staff takes place.

(23) Requests for changes to space assignment must be progressed, with appropriate justification, through the relevant Deputy Vice-Chancellor, Dean or Director.

(24) Space assignment or reassignment will be routinely recorded by the 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 agreed handover date of the new, refurbished, or reconfigured space unless a prospective custodian negotiates an alternative date.

(25) 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.

Part E - Maintenance of University Space and Contents

(26) The Director, Capital Works and Facilities has overall responsibility for the maintenance of buildings, grounds and services infrastructure, and all non-habitable floor areas such as passages, toilets, plant rooms, etc where such buildings are solely owned by the University.

(27) Custodians of space have overall responsibility for administration of all space that is assigned to their unit and reporting matters of maintenance to the Office of Capital Works and Facilities.

(28) Other units are responsible for specific components of University space infrastructure, e.g. Information Technology and Digital Services for computing and audio-visual equipment.

(29) 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.

Part F - Funding of Relocations and Alterations to Space

(30) All alterations to space and other costs associated with a relocation or space reassignment will be charged to the requesting unit or entity unless they are associated with an approved University restructure program or are part of a project funded from the capital plan.

(31) Where partial or total funding from the Capital Plan is sought, the proposal will be assessed in accordance with the procedures governing that funding source; and may include assessment against the principles of the University Strategy contained in the Education Brief Form.

(32) For University-initiated projects including those as a result of a University restructure, all building and fit out works (e.g. partitions, IT and telephone connections, floor coverings, new ceilings, painting, fixed cupboards, kitchens, amenities, fixtures and the like) will be funded from the Capital Budget. In such projects, new furniture, if considered necessary, will also be funded from this budget.

Part G - Use of Assigned Space by other than University of Western Sydney Students and Staff

(33) Use of university space by non-university persons or external organisations exposes the University to costs and to risks for which it may not be insured.

(34) All events and activities involving non-university personnel whether commercial or non-commercial in nature are to be appropriately insured and bookings appropriately documented.

(35) All contract arrangements with external organisations are to appropriately document insurance arrangements.

Part H - Transfer of Space

(36) 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 independent of those processes. Approval of a capital works project or a University initiated 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.

(37) 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)

1. A flowchart depicting the approval process of independent space requests is attached at Appendix 1.
2. Request forms can be accessed from the University's Office of Capital Works and Facilities web page under the "Forms" sub-section.

Part I - Additional Space

(38) Requests for assignment of additional space are to be made through the submission of the relevant Space Request Form or an Education Brief.

(39) 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.

Part J - Standard and Minor Relocations

(40) Requests for relocation are to be made through the submission of the relevant form. If the proposal impacts on Common Teaching space, a Teaching Space Impact Statement must also be attached.

Part K - Transfer of Space to and from Common Teaching

(41) 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.

Part L - Management of Relocations and Removals

(42) All relocations requests must be made through the relevant Campus Manager and will be managed by the Office of Capital Works and Facilities, which will assign an appropriate manager to the relocation depending on the size and complexity of the task.

(43) The Office of Capital Works and Facilities will likewise arrange and manage all removals.

(44) The Office of Capital Works and Facilities will coordinate final clean up, refurbishment, maintenance, IT and Communications and movers for all relocations and removals.

(45) 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.

(46) 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.

(47) 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.

(48) University assets and their locations are to be recorded by the vacating unit prior to relocation, removal or disposal irrespective of whether the asset is to be retained, relocated, or marked for disposal.

(49) All space vacated by individuals or units is to be left in a state appropriate for final clean up.

Section 5 - Guidelines

Part M - Space Assignment

(50) 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 the University's Space Planning Guidelines and the Architecture Design Guidelines approved by the Director, Capital Works and Facilities. Contact the Office of Capital Works and Facilities for information on these guidelines.

(51) Teaching space is comprised of centrally supported common teaching spaces and unit-supported specialised teaching spaces.

(52) Full-time employees 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.

(53) Part-time and casual employees 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 employees be assigned a dedicated workspace.

(54) No employee is entitled to more than one dedicated workspace for his or her exclusive use, unless otherwise approved by the Deputy Vice-Chancellor and University Provost.

(55) Adjunct, visiting and emeritus appointments will be assigned a workspace in accordance with the University's Space Management Guidelines. Contact the Office of Capital Works and Facilities for information on these guidelines.

(56) Research postgraduate students will be assigned a workspace where possible, but may be required to share the space with one or more other students. Refer to the Research Higher Degree Candidature Essential Resources Policy.

Part N - Information and Contact

(57) Enquiries related to this policy can be directed, in the first instance, to the Senior Manager, Strategic Asset Planning of the Office of Capital Works and Facilities who has responsibility for detailed planning of University facilities.

Part O - Associated Documents

University Policies, Procedures and Guidelines

Other Documents

Attachments

(58) Space Allocation, Re-allocation and Relocation Request Flowchart.