Administrative policy regarding space planning and utilization
(A) Purpose. All physical facilities of the university, including space for activities, are the property of the state of Ohio and are subject to all regulations governing the operation and use of such.
(B) Authority and responsibility.
(1) Ultimate authority for space planning and the assignment of space among employees, students, organizations and activities of the university rests with the president, who retains the right to review any actual or proposed allocation; however, no direct requests pertaining to physical facilities shall be made to the president except upon his/her initiative or as matters of information or properly constituted appeal.
(2) Space planning advisory committee. The actual review of space planning and utilization issues affecting the physical resources of the university shall be the responsibility of a space planning advisory committee.
(a) The committee shall be jointly chaired by the executive director for facilities planning and operations and the associate provost.
(b) In addition to the two chairs, twelve additional full members will be appointed as follows: one member each from enrollment management and student affairs, information services, human resources, and university relations and development ; five additional representatives from academic affairs (two Kent campus deans, two chairs or directors, and one regional campus dean); two faculty representatives (one member to be selected from nominations submitted by the faculty senate and one at-large member); and one student representative to be selected from nominations submitted by both the undergraduate and graduate student senates).
(c) The registrar will also serve as an ex-officio, nonvoting member of the committee if not appointed as the enrollment management and student affairs’ representative to the committee.
(d) The committee will meet at regular intervals to consider and make recommendations regarding the six-year capital plan, basic renovation project priorities, space-utilization standards and practices, and space-assignment issues.
(e) The recommendations of this committee shall be governed by the space policy, but should be aided and informed by such persons and organizations as are likely to make decisions easier, speedier and more equitable. The recommendations of the committee are to be sent to the president through the vice president for business administration. The president will, in turn, consult with the executive officers about the recommendations.
(3) The only exception to paragraphs (B)(2)(a)to (B)(2)(e) of this rule relates to classroom, lecture, seminar and teaching laboratory space (see paragraph (E) of this rule).
(4) The executive director for facilities planning and operations, acting on behalf of the vice president for administration, shall be responsible for construction, alteration, operation, condition of university facilities through the offices of the university architect and campus environment and operations. The director of public safety, acting on behalf of the vice president for administration, shall be responsible for the security of university facilities through the office of police services.
(1) Requests for space.
(a) This policy shall govern all requests for space from one or more of the following categories:
(I) Unassigned or unused space.
(II) Space involving the interest of more than one college or vice presidential area of responsibility.
(III) Space assigned to one college or vice presidential area of responsibility but sought by another.
(IV) Classroom, lecture, seminar and teaching laboratory space which will be changed to another use.
(V) Remodeling of existing space.
(VI) New construction.
(b) All such requests shall be reviewed for approval following the recommendation of the space planning advisory committee.
(c) All requests under paragraphs (C)(1)(a)(i) to (C)(1)(a)(iii) of this rule should be made and approved a minimum of two months in advance of need.
(d) Requests involving the change in use of classroom, lecture, seminar and teaching laboratory space should be made and approved at least one full academic period in advance of need and must include approval by the registrar.
(e) Requests involving minor remodeling, as established by consultation with the office of the university architect, should be made and approved a minimum of three months in advance of need. Approval must indicate a currently available source of adequate funds.
(f) Requests involving major remodeling from current capital funds or other sources should be made and approved a minimum of one year in advance of need. Approval must indicate the source and amount of money available.
(g) Requests involving major remodeling or new construction from future appropriations should be made a minimum of six months in advance of the submission of the next biennial capital budget request.
(h) All requests will include supportive rationale for the need for space and will clearly describe the personnel and activities to be housed.
(i) All requests will be transmitted to the office of the university architect for review. The purpose of this review is to establish the conformity of space requests to space use standards (as established by the board of regents), long range campus development plans, building codes, safety regulations and sound architectural practice.
(j) The office of the university architect will forward the results of its review, together with information on cost implications and financial feasibility, to the space planning advisory committee, which will then take appropriate action relative to each request.
(k) All space requests will be approved, conditionally approved, recommended for later consideration, or rejected, within thirty days of completion of the above review. The person or department initiating each request will be notified by the chair of the space planning advisory committee of the action taken together with the reason for such action.
(2) Space assignments.
(a) This policy shall pertain to existing space or to new construction only where it has not been designed for, or previously committed to, a particular organization or activity.
(b) Simple re-allocations of space initiated by or among individuals or units below the level of dean (in the case of academic space) or of vice president (in the case of administrative space) are not included in this policy as long as the spaces, persons or activities concerned are under the jurisdiction of one dean or one vice president and as long as no physical alterations are involved. The appropriate dean or vice president shall approve all such changes and inform the office of the university architect accordingly so that space records may be updated and possible building code or safety violations monitored.
(c) All other actual space assignments will be made following the recommendation of the space planning advisory committee.
(d) The role of the office of university architect in the making of space assignments shall be limited to analysis, review, advice and recommendation.
(e) All persons or organizations whose space situation will be altered or otherwise affected by proposals for assignment or reassignment of space shall be informed before any steps are taken to implement such proposals.
(f) It shall be the responsibility of the office of the university architect to inform all persons or organizations which may be required to supply materials and/or perform services in connection with any space assignment.
(g) No space assignment shall be valid which is contrary to building codes or safety regulations.
(h) No space assignment shall be valid which has not been made in accordance with the above stated policy.
(3) Utilization of space (general).
(a) All space shall be used in a manner which promotes the most efficient use possible of university space resources. Standards of efficiency will be based on guidelines established by the Ohio board of regents.
(b) All space assignments shall be periodically reviewed by the office of the university architect for conformity between the total space assigned and the need of the personnel or programs housed, as derived from the space use standards.
(c) These reviews will serve as indicators of possible need for reallocation of space or creation of new space. However, no changes in allocation except as permitted under paragraph (C)(2) of this rule shall be made without thorough and detailed review both of existing situations and of expected needs.
(d) Any assignment or use of space which is grossly inefficient or clearly represents an excessive demand against the space resources of the university shall be subject to change.
(e) No assignment or use of space may continue which is contrary to building codes or safety regulations.
(4) Assignment and use of classroom and teaching laboratory space.
(a) Authority. The registrar shall have authority over the allocation of classroom, lecture, seminar and teaching laboratory facilities, subject only to the approval of the provost. When deliberations of the space planning advisory committee involve the creation or reallocation of any of the facilities just named, the registrar shall sit on the committee as a special member.
(b) Restrictions. Classroom, lecture, and seminar space shall not be assigned to individual users. Instead, the use of such space shall be distributed among the various users in a manner which best serves all; the space available to individual users varies from year to year according to total scheduling demand.
(c) Efficient use. The utilization criteria established by the board of regents shall be the standard for efficient use of classroom, lecture, seminar and teaching laboratory space. Scheduling patterns and techniques shall aim at achieving the rates of classroom fill and hours-per-week of use set down by the regents.
(d) Scheduling volume. The volume of scheduling by individual users, as represented by the number of weekly class hours, shall form the basis for judging each user's need for classroom, lecture, seminar and teaching laboratory space. Changes in scheduling volume will be the major factor in decisions relating to redistribution, expansion, and/or reduction of space in these categories.
(e) Scheduling time. To achieve efficient use of classroom, lecture, seminar and teaching laboratory facilities, the registrar may require scheduling in conformity with the time-block scheduling policy, normal class starting times, and regular weekly scheduling cycles.
(f) Unauthorized use. Class scheduling or other use of classroom space not cleared through the registrar or provided for through the normal scheduling process cannot be regarded as valid and no provision for such scheduling or use will be made.
(g) The office of the university architect shall provide the registrar with an accurate list of available classroom, lecture, seminar, and teaching laboratory facilities. This list shall include the maximum seating capacity for each room.
(h) Equipment and improvements. The dean, in consultation with the academic building curator, shall determine the type of seating and equipment needed in each classroom, lecture hall, or seminar room, and shall arrange that each room has the proper kind and amount of furniture and equipment prior to each term. Building curators shall notify deans of needed classroom equipment and any needed improvements. Deans shall prioritize the submitted requests and forward their prioritized list to the space planning advisory committee.
(i) No instructor, student, or other person shall remove, add to, or otherwise change the furniture and equipment in a classroom, lecture hall, or seminar room without the knowledge and authorization of the building curator.
(5) Construction and alteration of facilities.
(a) The office of the university architect is authorized to oversee and monitor all construction of new space facilities and all alterations to existing ones. This is to assure that all applicable building codes and regulations are followed and that the physical facilities of the university embody sound design principles and safe and efficient construction practices to the greatest extent possible.
(b) All designs and proposals for additions or changes to university facilities must be submitted for review and approval to the office of the university architect and that office shall issue all contracts for and supervise all construction work involving non-university personnel.
(c) No additions or changes to university facilities, however minor, which alter the arrangement of space or affect structural, mechanical, plumbing, electrical, or environmental systems shall be undertaken by unauthorized persons or without the knowledge and approval of the office of the university architect.
(6) Facility change impact costs.
(a) Requests involving major or minor remodeling, new construction, or the purchase and installation of fixed or movable equipment shall indicate a source of adequate and available funds to cover all costs associated with making the project completely operational.
(b) A funding source must be established to address expenses associated with facility changes or equipment installations that will necessitate an increase in the use of purchased utilities, custodial services, or maintenance operations.
(c) The facility change impact costs will be determined by the office of the university architect and are to be included as part of the initial space utilization request.
Effective: May 27, 2008
Prior Effective Dates: 11/4/1977, 10/4/1979, 11/5/1990, 2/8/1993, 6/6/2000, 10/20/2002, 10/3/2005, 6/1/2007.