The University Policy Manual

Space planning and assignment are particularly significant matters for every university and especially this one, given the age of many buildings and urgent, multiplying program claims on space as a resource. The Vice Chancellor for Business Affairs (VCBA) is responsible for planning and implementation of all new construction and renovation including the acquisition of space through lease and the leasing of existing space to other entities and the establishment of standards for renovation. The Vice Chancellor for Information Technology Services (VCITS)* is responsible for assigning space.

This memorandum addresses the planning of new construction, renovation of existing spaces, funding for either, and the assignment of space. The latter may entail allocation of newly acquired space, changes in assignments within a division (e.g., within Academic Affairs) or space reallocations having the effect of shifting space from one division to another.

In all cases but two, proposals to plan or renovate a campus facility go directly to VCBA. If a proposal entails changing the function of a space (e.g., changing classroom space to office use) or transferring assigned space from one unit to another, VCBA will take no action absent prior clearance of the proposal from the VCITS.

Prior to scheduling any renovation, VCBA will determine that any change in space assignment or function has been approved by VCITS.

VCITS continues to be responsible for keeping the campus space inventory, and reporting it to outside authorities. No space assignment is settled until it has been included by VCITS in the inventory.

VCITS will continue to make space assignments for all educational and general space involving: (a) newly acquired (e.g., through lease) space; (b) vacated space; and (c) units in more than one division. That is, all newly acquired space, and all space vacated when a unit moves to new quarters, will be assigned or reassigned by the VCITS. If a provost/vice chancellor needs space for a program with a high institutional priority, and he/she believes appropriate space does not exist in his/her division, that request should be directed to the VCITS. The VCBA will be kept informed of all changes in space assignment or function. All such changes, however, will be made within the context of the Facilities Master Plan.

Whenever a unit asks for reassignment of space assigned to other units within the same division (such as Academic Affairs), or for changes in the function of a space already assigned, that request will go to the division's provost/vice chancellor. He/she will decide whether to recommend reassignment and/or change in function. The provost/vice chancellor's recommendation then will go to the VCITS.

A provost/vice chancellor's recommendations for reassignment of space within a division normally will be approved. A division's recommendations for change in function (e.g., from classroom to research space) must be justified to the VCITS as being compatible with overall institutional needs. Recommendations for changes in function for classrooms and auditoria will be given especially close scrutiny.

The purpose of this change is to permit the provost and vice chancellors to include space among the resources for which they set priorities. A provost/vice chancellor should feel free to call upon Business Affairs for technical support and budgetary advice, or Information Technology Services for space inventory data.

The Space Consultation Committee (Provost, Vice Chancellors for Business and Student Affairs, with the VCITS as chair) will continue to meet as needed for the free exchange of current facilities/space information and for discussion of long-range planning for facilities.

Funding for new construction or renovation has no single source. Fees or depreciation reserves, bonding, explicitly appropriated dollars, gift monies and reallocations of base budgets are all possible project funding sources, depending upon the scale and nature of what is to be done. The greater the project cost, the more likely it is that the project will require resources sought and obtained  well in advance. New state budget policy allows the shirting of dollars in the operating budget from one purpose to another, opening up the possibility of reallocating resources toward this end. Any renovation project going to VCBA for implementation must make explicit the proposed funding source.

*Division name changed from Administration and Planning to Information Technology Services, August 1998.