Policy For Administration, Assignments, And Utilization Of University Facility Space

Reviewed By: Administrative Council on September 19, 1994
Approved By:
Reviewed By: Administrative Council on June 11, 2012
Approved By: Albert K. Karnig, President on June 11, 2012

Source / Authority

For interpretation of this policy, Please Contact:
Director of Capital Planning, Design and Construction (CPDC),
and Chair of Space Planning Advisory Committee (SPAC), 909/537-5136

Background

he administration of "university facility space" includes all state and non-state buildings in the campus physical master plan. Space types include:

  • Instructional Space: lecture classroom, teaching laboratory, faculty office and other instructional space.
  • Instructional Support Space: administrative office, non-office, special instructional support and others.
  • Non-State Space: Student Health Center, Student Union, Recreation Center, University Enterprises Corporation (UEC), College of Extended Learning, Housing, Parking and other non-academic space.

Capacity reported by the Chancellor's Office to the Legislature in the "Review of Campus Capacity", dated July 1990, established the baseline facility capacity for the university. This baseline facility capacity is recorded in the Space Facility Database (SFDB) and is used both in the preparation of the Capital Outlay Program and for reporting to the CSU system and to the State of California.

The University President is held accountable for the use of all facilities on campus. Each spring, the campus is required to submit space inventory and utilization data to the Chancellor's Office. The submittal must be certified by the President's designee for accuracy of the reported information.

Policy

Overview

Space, which includes both indoor and outdoor spaces, is a central resource to the campus. The assignment of space shall be conducted in a consistent manner designed to optimize the use of this resource and to advance the mission and strategic priorities of the campus. This policy addresses existing space, vacated space and relocation to existing space. The construction of a new building has a separate process and as such, is not included in this policy. No unit, department or division "owns" the space that has been assigned to it. All University personnel are charged with ensuring the best use of space. University space resources should be utilized in the most efficient and effective manner to best serve programmatic and strategic goals.

Authority

The policies and procedures for the Administration, Assignment and Utilization of University Facility Space follow the policies established by the Board of Trustees of The California State University. These policies are detailed in the "Review of Campus Capacity," dated July 1990, which was approved by the Department of Finance and submitted to the Joint Legislative Budget Committee on October 17, 1990. They are further delineated in The California State University, Office of the Chancellor, Executive Order No. 565, dated February 14, 1991.

Space Planning Advisory Committee (SPAC)

The Space Planning Advisory Committee (SPAC) has been tasked with reviewing individual requests for the assignment and reassignment of existing space in accordance with the CSU guidelines. The committee will compile its recommendations and forward to the President for consideration and decision. SPAC will consist of the following:

  • Director/Executive Facilities Officer for Capital Planning, Design and Construction (Committee Chair)
  • One (1) person represented from each of the five division Vice Presidents
  • One (1) appointee from the President's Office
  • One (1) appointee from the Faculty Senate
  • One (1) appointee from the Associated Students, Inc.

Policy

All campus space in state and non-state facilities is the property of the university to provide and deliver the programmatic services for which the space was designed, approved and funded. The Director of Capital Planning, Design and Construction (CPDC) has the responsibility to maintain the SFDB and ensure that all facility usage conforms to the database, applicable laws and policies.

This policy addresses the assignment of space in three distinct categories:

  • Existing Space
  • Vacated Space
  • Relocation to Existing Space

Existing Space

Each division vice president and each dean of a college is accountable for the utilization of existing building space assigned to the division or to the college in accordance with the designated usage and applicable utilization standards. If a vice president or a college dean wants (1) a reassignment of a space, (2) a change in the type of space classification or (3) a physical alteration of a space, the Director of CPDC shall be consulted on the proposed use. The Director of CPDC will determine if the reassignment of space is compatible with the existing space classification and will share the request with SPAC as needed.

Annual reporting to the Chancellor's Office of space inventory data will be reviewed to ensure that no space has been reclassified without complete adherence to all applicable rules and procedures. Space standards will be used to gauge space needs. Reclassification, assignment and reassignment of all existing spaces, including faculty offices, shall be analyzed and reviewed by the office of CPDC, submitted to SPAC for review and recommendation to be forwarded to the President for consideration and final decision.

Reassignments of space that is currently assigned to an academic unit must be communicated to CPDC (and Provost's representative if appropriate). The academic unit shall provide CPDC with the office function, occupant name, department and phone number. CPDC will update its file accordingly and will share the information with IRT. If the functional use of the office changes or renovations is required, then a request to SPAC shall be initiated.

Note:

  • Any department seeking approval for reclassification, assignment or reassignment of a space, shall contact the appropriate dean or vice president, who will share the request with the office of CPDC to be forwarded to SPAC.
  • SPAC's recommendation for reclassification, assignment and reassignment of a space will be shared with the appropriate dean or vice president for any concern or reconsideration prior to being forwarded to the President for consideration and final decision.
  • Space issues for Academic Affairs will go through the Provost Representative to SPAC.

Vacated Space

When it is determined that a space will be vacated by moving a program to a new space or by canceling a program, a reclassification of the space will occur or the space will be held until further decisions are made. When space is vacated, the appropriate vice president or college dean will notify CPDC. The office of CPDC will review and analyze the space parameters, submit recommendations to SPAC for review and recommendation to be forwarded to the President for consideration and final decision. The office of CPDC will submit to the Chancellor's Office the changes in space utilization.

Note:

  • Any department seeking approval for reclassification, assignment or reassignment of a space, shall contact the appropriate dean or vice president, who will share the request with the office of CPDC to be forwarded to SPAC.
  • SPAC's recommendation for reclassification, assignment and reassignment of a space will be shared with the appropriate dean or vice president for any concern or reconsideration prior to being forwarded to the President for consideration and final decision.
  • Space issues for Academic Affairs will go through the Provost Representative to SPAC.

Relocation to Existing Space or Request for Existing Space

A department or university entity will submit a request to the appropriate division vice president or college dean for an existing available space. The division vice president will review and then forward to the office of CPDC. The office of CPDC will review the programmatic requirement and assess the space needs according to the CSU Space Planning Standards and Guidelines. After review, the office of CPDC will submit recommendations to SPAC for review and recommendation to be forwarded to the President for consideration and final decision.

Note:

  • Any department seeking approval for reclassification, assignment or reassignment of a space, shall contact the appropriate dean or vice president, who will share the request with the office of CPDC to be forwarded to SPAC.
  • SPAC's recommendation for reclassification, assignment and reassignment of a space will be shared with the appropriate dean or vice president for any concern or reconsideration prior to being forwarded to the President for consideration and final decision.
  • Space issues for Academic Affairs will go through the Provost Representative to SPAC.