SpaceManagementPolicy-Dur空间管理政策在.doc

Space Management PolicySpace Management GroupSpace Management PolicyIntroductionThis document has been prepared to inform departments of the roles, responsibilities and procedures involved in the allocation and use of University accommodation and the processes which have been put in place to manage allocation and change in the estate. Effective space management can provide measurable benefits not only to University finances but also to the academic experience of students and staff.The policy assumes the following main principles apply to all departments of the University. All space is owned and belongs to the University and is allocated to Schools/Departments subject to review on the basis of demonstrable need and University policy. The Space Management Group is tasked with approving all changes in space use or occupation. This is essential to manage and make best use of the space the University has available. All allocations are subject to review and the University reserves the right to reallocate all space in response to changing needs and priorities. The University will seek to be efficient in its use of space ensuring that the University plans for the future in the most efficient way possible.The economics of space, as a matter of policy, shall be considered as part of any Business Case appraisal for new activities including research bids or in connection with restructuring initiatives.HEFCE has indicated that they will make closer inspection of the Estates Management Statistics (EMS) utilisation data when considering future funding allocations. Recommended target utilisation figures for teaching space types are as follow:-Space Type% Frequency Target% Occupancy Target% Utilisation TargetTeaching and Meeting Space606035Teaching Laboratories407530IT Teaching and Open Laboratories807560HEFCE grading of utilisation rates for teaching and meeting space are as follows: good is equal to or greater than a 35% utilisation rate fair is a 25-35% utilisation rate poor is equal to or less than 25%The University currently falls within the poor grading. The target rate of 35% set by HEFCE Space Management Group means that the University needs to achieve figures of 60% for frequency and occupancy levels for every room.Measures which could improve utilisation include: making more use of the full teaching week; improving class size predictions; improving time needed predictions; introduction of a penalty system for persistent non-use of booked space; introduction of a space charge; improving environment and functional suitability of space; centrally managed teaching timetable; visibility of all locations on central timetable system; re-allocation of consistently under-utilised space.Utilisation surveys will be carried out, initially on teaching and meeting space, on an annual basis to help inform reviews of space use and identify target utilisation figures.We will aim to maximise the quality, flexibility and utilisation of teaching space to ensure that the ideal number, size and location of teaching, research and meeting space fulfils all the Universitys teaching and research needs.Space Management GroupThe primary purpose of the Space Management Group (SMG) is to achieve the most appropriate use of space as a powerful resource to be used to further the Universitys strategic objectives.The following changes to departmental accommodation require prior approval from SMG regardless of the source of funding through the submission of a completed Statement of Need form (Appendix A). Additional allocations of accommodation. Changes to physical infrastructure (refurbishment and/or alteration). Assignment of accommodation to different departments.The following changes to departmental accommodation also require to be notified through the submission of a Notification of Change form (Appendix B). Changes to the functional use of individual rooms. Changes to the occupancy numbers within rooms or areas. Vacation of previously occupied accommodation. Changes to named personnel occupying individual rooms.SMG has a limited budget which can be allocated to individual projects. All requests for minor works or minor projects must be submitted to SMG for prioritisation and appraisal prior to agreement.Within the Estates and Buildings Department the Property Assets and Management Section are responsible for managing and monitoring actual and future space across the estate and for presenting applications from departments to change the fabric or use of the estate to SMG for approval. This may be an approval in principle where the application does not require funding from the group and/or approval of a financial contribution to a project to change the fabric of the University.Property Assets and Management will endeavour to answer all applications made to it in accordance with the actions described in this policy which has been approved by SMG.Departments are asked to note that the submission of a valid application which meets all of the policy criteria does not guarantee its funding or provision for the following reasons: The space required to resolve an application may not be available. There may be competing requests for available space from adjacent departments. The work required may not fit into the overall development and maintenance programme for the campus. SMG and maintenance budgets are limited in each financial year and there may not be enough resource to carry out the work if these are the main sources of funding.The application of HEFCE estimates for space norms and standards will be used to assist in the preparation of initial briefs as a benchmark figure to ensure space allocations are adequate and equitable. Norms can be used to inform decisions not only on new build, but also on refurbishment, change of space usage and to consider departmental requests for change. These norms are a guide and include: general teaching space (excluding lecture theatres); academic offices and research laboratories; non-academic offices and stores; teaching PG research laboratories; laboratories ancillaries.Annual Accommodation RoundAnnual accommodation checks, commencing in January are carried out for all space across the University estate. Departments are sent a list of the space (rooms) which they are believed to occupy, and requested to check, amend (if necessary) and return this list to the Space Management Team by a specified deadline. The information held in this list is also used to confirm on departmental Full Economic Costing data. Space analysis reports are then checked against updated student load information which will help to inform SMG when it considers space allocations for the next academic year and beyond. These reports incorporate room data, staff information and teaching and research split information.This process will help to develop an accommodation strategy that underpins the Estate Strategy and aims to improve co-location, make more efficient use of space, lower running costs and provide enhanced accommodation.The Property Assets and Management Section are informed of any issues raised in the academic plans which will require support in order for the departments to deliver their plans. These plans will be discussed as part of SMG on an annual basis with a view to addressing issues raised.MonitoringA central register of space data and space allocation will be maintained by the Property Asset and Management Section and departments are responsible for updating this information in terms of details and room occupancy using the procedures outlined in this Policy.The Property Assets and Management Section will routinely undertake space utilisation studies of teaching, research and office space in all Departments. Following review of the survey data proposals for remodelling of areas to improve poorly utilised spaces will be discussed by SMG.Use of all teaching spaces is to be recorded on the main timetabling system. Trends in teaching space demand will be monitored and used to inform development plans and strategy.Any generic teaching spaces that are currently exclusively used by one department will be centralised for the use of the University generally. Specialist dedicated areas will continue to be managed by departments but their use is to be recorded centrally and utilisation surveys will cover these areas.All meeting rooms are to be centrally booked through the room bookings service within Academic Registry. Where meeting rooms are embedded within a departments space, they shall have priority booking of those meeting rooms, but they will still be available University wide when not in use by the department.The Property Assets and Management Section will survey and review the current staff and student common rooms with a view to assessing whether combining these facilities into one shared space may be more appropriate and improve space efficiency.The Property Assets and Management Section will have responsibility for researching new ways of working and space planning and ensuring appropriate application of best practice within the University.Procedure for the Additional Allocation of Space All requests for additional space that would result in either an increase of space currently occupied, or the occupation of rooms not currently occupied, by the Faculty/School/Department must be considered, and approved by SMG. Requests must be authorised and submitted by the Head of the School/Department. Details required for consideration are identified on the “Statement of Need