Policy

Space Management - Policy

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1. Purpose and Objectives

The funding and provision of physical facilities are central to considerations in the higher education decision-making process. Planning and management decisions regarding current operations and future directions of the University, if made with the benefit of accurate and comprehensive information concerning physical facilities, will lead to efficiencies and desirable operating parameters.

2. Definitions, Terms, Acronyms

No entries for this document.

3. Policy Scope/Coverage

This policy applies to all staff, students and organisational units at The University of Queensland.

4. Policy Statement

The University will ensure all of the University's funds and resources are managed optimally, with operational priorities to:

  • provide an appropriate physical environment and maintain it to high aesthetic, functional and safety standards;
  • provide high quality teaching and learning facilities, with particular attention to the needs of students, and improve utilisation by better management;
  • provide facilities to internationally benchmarked standards;
  • be mindful of the contribution that physical facilities make towards the University’s carbon footprint and work towards applying standards that more effectively use space; and
  • review all existing spaces to ensure optimum use of space.

5. Principles of Space Management

The following principles of space provision apply

  • Space is a University-owned resource requiring sound management. All space will be deemed to be centrally controlled and subject to review.
  • The allocation of space to any organisational unit will not be regarded as permanent and all allocations will require periodic justification.
  • Space allocation, where possible, will be measured against relevant indicators. A major criterion used in determining allocations will be the effectiveness and efficiency of space usage.
  • Periodic reallocations of space will be necessary to meet changing University priorities and variations in user demand.
  • The University will establish and maintain a space bank of general purpose space to meet unforeseen demands.
  • The University must be equitable in its allocation of space across all campuses and organisational areas. In doing so, it must demonstrate consistency in its allocation of space by using space guidelines as the basis for any deliberations in determining the space to be allocated to achieve a work place/learning place solution.
  • In considering the allocation of space, every effort will be made to provide quality space for all students and staff which meet regulatory compliance requirements, occupational health and safety standards and the appropriate environmental standards.
Custodians
Director, Property and Facilities
Mr Steven Dickson

Procedures

Space Management - Procedures

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1. Purpose and Objectives

These procedures enact PPL 7.20.01a Space Management – Policy.

2. Definitions, Terms, Acronyms

No entries for this document.

3. Procedures Scope/Coverage

The policy and these procedures apply to all staff, students and organisational units at The University of Queensland.

4. Procedures Statement

The University has a responsibility to ensure that the physical spaces within the University are effectively and efficiently used. The allocation of space to any organisational unit will not be regarded as permanent and all allocations will require periodic justification.

5. Infrastructure Sub-Committee

The Infrastructure Sub-Committee is a Sub-Committee of the University Senior Management Group. The Sub-Committee has been established to plan strategically the addition and replacement of the University’s capital stock and to oversee the development, review and revision of the Asset Management Plan. The Chair of the Sub-Committee will discuss policy matters and major space management issues with Executive Deans and Directors, Research Institutes as required.

The Committee will be a source of advice to the Vice-Chancellor and University Senior Management Group as it addresses the facilities and space implications of planning targets in the University Strategic Plan. It is in a position to make recommendations on the refurbishment, rehabilitation, adaptive reuse and maintenance of existing space and facilities and the addition of new space to the University's stock. It will be involved also in the operational aspects of space allocation and management, including resolution of competition for space, as part of its routine work.

Maintenance of a space inventory will be the responsibility of the Director, Property and Facilities in accordance with parameters agreed by the Sub-Committee.

The operational use and function of space will be determined at Faculty or Research Institute (or equivalent) level. Members of the University Senior Executive will exercise their resource manager role and arrange the distribution of the  space amongst the units over which they have responsibility.

When consequential space issues arise following the completion of a new building or facility and staff physically transfer to a new work location, a review will occur of the space being vacated in accordance with the principles set out below. This will assist the Sub-Committee to form a judgment about how the space may be best utilised in the future. The Sub-Committee will take into account the University’s strategic needs or emerging priorities and make a decision.

Allocation of funds for refurbishment of existing spaces will be linked to an expectation that the refurbishment of the space will lead to improved space utilisation.

The following principles have been developed to assist in the review process.

  • When space is to be vacated due to the relocation of staff to a new facility, the Sub-Committee will be advised on the consequential space to be vacated. Executive Deans and Directors, Research Institutes should not regard the vacated space as automatically being retained by the faculty or institute.
  • In all cases the Sub-Committee will make a determination based on a rigorous assessment of the grounds advanced for the use of the space.
  • As a general principle, staff transferring their work location cannot expect to retain space in their former work location.
  • Executive Deans and Directors, Research Institutes must justify the retention of any vacated space with a submission that clearly demonstrates the future use of the space and identifies the links with the faculty's or research institute's strategic plans.

6. Principles of Allocation of Teaching and Learning

6.1 Room Type

  1. General flat floor rooms used for teaching purposes can be centrally managed or managed by the appropriate school or faculty, and made available based on consideration of the remaining principles.
  2. Tiered lecture theatres used for teaching purposes will be centrally managed.
  3. Laboratory space will be managed by the appropriate school or faculty.
  4. Computer labs/collaborative computer rooms used for teaching purposes can be centrally managed or managed by the appropriate school or faculty based on consideration of the remaining principles.

6.2 Flexibility

  1. Whilst not exclusive to the faculty, where contributions have been made by faculties in development of flexible teaching and learning space, first preference for class scheduling may be given to the contributing faculty.

6.3 Pedagogy

  1. Special purpose rooms or specialised space that is explicitly tailored towards a specific mode of delivery should be expressly allocated to the contributing faculty or faculties e.g. laboratories, moot courts, training yards.

6.4 Technology

  1. In certain cases where particular technology is present that is tailored towards a specific course of study, the space will be allocated as first preference for class scheduling to that course.

6.5 Suitability

  1. Where the location of a teaching and learning space is surrounded by non-teaching areas and not easily accessible, the space may be allocated to relevant faculty/school that manages the surrounding space to be used for teaching purposes.
  2. To ensure optimal use of all teaching and learning space, periodic reviews of space allocations will be conducted.  Reallocation of space may occur to meet emerging demands.
  3. The pedagogical suitability of existing teaching and learning spaces will be a factor in the reallocation and future use of space.

7. Review of Teaching and Learning Space

  1. To ensure optimal use of all teaching and learning space, periodic reviews of space allocation may be conducted.  Reallocation of space may occur to meet emerging demands.
  2. Where a review of current space is in effect, the above principles will apply.
  3. The pedagogical suitability of existing teaching and learning spaces will be a factor in the reallocation and future use of space.
  4. As a result of a review, new space, or refurbishment of space, a list of affected venues will be presented to Teaching and Learning Space Committee by the particular faculty or unit outlining the venue/s name, size, capacity, equipment, technology, locality, proposed primary and secondary use and a brief explanation on the recommendation of allocation.
  5. The Location Register Form will be used to administer this process.  The Deputy Vice-Chancellor (Academic) will approve the allocation of space which will then be put into place via the timetabling system maintained by Teaching Space Management. 
  6. Teaching locations will be categorised as either:
    *  Category 1:  school/faculty or institute specific teaching space only.
    *  Category 2:  school/faculty or institute space first preference when formulating the timetable
    *  Category 3:  Centrally controlled – equally accessible to all schools and faculties when scheduling the timetable.
  7. The allocation of new or newly refurbished space to a particular section of the University must be approved prior to the use of the space.
  8. Space which is deemed school/faculty owned or first preference given to the school/faculty shall be responsible for ongoing maintenance and support.
  9. Conversion of teaching space for purposes other than teaching must not be to the detriment of total teaching and learning space and cannot proceed without consultation with the Space Manager from Property and Facilities and the approval of the Teaching and Learning Space Committee or the Deputy Vice Chancellor (Academic).
  10. All School / faculty teaching space will be utilised as Category 2 rooms if there are no central spaces available.

8. Overcrowding in Teaching and Learning Space

  1. It is the responsibility of the person in charge of an activity to determine whether a scheduled teaching space has been overcrowded by referring to the official capacity of the location in comparison to the number of students or attendees within the space.
  2. If a teaching space is overcrowded it is the responsibility of the person in charge to not proceed with the activity until sufficient attendees have been reduced to achieve the available capacity of the space.
  3. If the person in charge cannot reduce the attendees to meet the capacity of the room, security should be contacted on 3365 1234 to assist.
  4. Additional furniture will under no circumstances be taken from other teaching spaces to accommodate the overcrowded teaching space.
Custodians
Director, Property and Facilities
Mr Steven Dickson

Forms

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UQ Location Register - Form

UQ Location Register - Form

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Description: 

This form is to be completed (UQ login required) when timetabled and/or bookable locations are newly created, refurbished or are under review. The Teaching and Learning Space Committee will approve the use of locations based on the principles of allocation of teaching and learning.

Custodians
Director, Property and Facilities
Mr Steven Dickson
Custodians
Director, Property and Facilities
Mr Steven Dickson
Custodians
Director, Property and Facilities
Mr Steven Dickson