Operating Policy and Procedure
HSC OP: 61.21, Institutional Space Allocation Policy
PURPOSE: The purpose of this Health Sciences Center Operating Policy and Procedure (HSC OP) is to establish an institutional policy to assess utilization and to allocate space as appropriate to support the Academic, Research, Clinical and Administrative missions in accordance with the Strategic and Master Plans of the University.
REVIEW: This HSC OP will be reviewed by October 1 of every even-numbered year (ENY) by the Vice President of Facilities and Safety Services (FSS) and by the Provost, with recommendations for revision forwarded to the Executive Vice President of Finance and Operations by November 1.
TERMS
1. TTUHSC Department: For the purpose of this policy, any group or organization within TTUHSC with a unique, 6-digit Organizational Code.
2. Net Assignable Square Footage: This is the sum of floor space within interior walls of rooms that is assigned to, or available for assignment to, occupants for use, in accordance with the THECB definition.
3. Campus: Buildings and properties owned or controlled by TTUHSC within the same reasonable contiguous geographic area. Identified TTUHSC Campus Space Committees are: Lubbock, Amarillo, Odessa/Midland, Abilene, and Dallas.
POLICY/PROCEDURE:
1. All TTUHSC physical space (internal and external) is institutional space and is controlled, allocated and maintained by the Institution, not by any department, school, or subdivision. This includes, but is not limited to, all clinical, administrative, research, academic, and storage space.
2. Institutional space will be assigned in the most efficient and effective manner to best serve the missions of the institution. Any space that is no longer occupied by a department reverts to institutional space and will be reallocated by the appropriate Campus Space Committee. Space may also be temporarily assigned by Facilities Operations in the event of an emergency (ie. water leak, mechanical system failure, etc.), with notification to the appropriate Campus Space Committee.
3. Administration:
a. Each campus will maintain a Campus Space Committee.
b. Each school or other major institutional division operating on a campus are afforded an opportunity to provide representation on the Campus Space Committee. All TTUHSC schools/divisions shall be represented on the appropriate Campus Space Committee. Additional representatives may attend individual meetings as appropriate to provide information/clarification on a specific space request, but the school/division shall only have one vote.
c. The Chair of the Campus Space Committees will be appointed by the People and Operations Council.
d. The Office of the Provost shall have a representative on each Campus Space Committee as a non-voting resource.
e. Facilities & Safety Services – Facilities Space Administration shall have representatives on each Campus Space Committee as a non-voting resource. This individual may vote as a proxy only if the regular Facilities representative is not in attendance.
4. Any agreement for a department to occupy a space will be reviewed annually. All temporary assignments of space shall be documented and shall have a specific end date; this end date can be extended upon review of space needs with the appropriate Campus Space Committee.
Space assigned to a department for storage needs will include specific time limits and will be reevaluated on an annual basis to determine continued need.
5. Procedure:
a. Requests requiring construction or renovation are to be submitted in accordance with OP 61.20.
b. All space requests are to be submitted through the Request for Service link on the Facilities and Safety Services Tab of the Webraider Portal.
c. The Space Request Form details all relevant information related to the request including location, ownership, permanency, access, and funding (if needed). (Appendix B)
d. Space requests requiring Campus Space Committee review (See Para 7a. below) will be sent to the appropriate Campus Space Committee Chair. The Chair will research the validity of the request and will ensure that the appropriate Dean/VP is supportive of the request. This research will also include seeking support/recommendation for approval from the Council responsible for the type of space being discussed (Academic, Clinical, or Research).
e. Campus Space Committee meetings shall be scheduled at the discretion of the chair based on submitted requests requiring review. Space committee meetings may be virtual, and emergency items can be approved by email voting.
f. Following the receipt of a written submission/request, the Campus Space Committee may reach out to and/or invite a representative to present a request for space if additional information is needed. The Campus Space Committee may tour the relevant space to better understand and evaluate any space request.
g. Space request evaluations differ depending on the type of space requested. The evaluation processes for different types of space are outlined in attached appendices.
h. Campus Space Committees are empowered to disapprove any request. Recommendations for approval, however, must be routed to the People and Operations Council. Recommendations for approval shall be submitted using the template found at Appendix D by e-mail to the council chair or designated alternate.
i. People and Operations Council shall notify the Campus Space Committee of approval status and the Campus Space Committees shall notify the end user. If approved, the end user shall work through FSS to execute the space change as there may be maintenance performed while the space is in transition. The end user shall engage FSS to act upon the approval within 6 months of receiving notification?
6. Leased spaces are addressed by OP 72.06 and are not covered by this policy.
7. Space issues/needs/requests review:
a. Requests requiring Campus Space Committee Review include:
i. Repurposing of space within or between departments (i.e. office space change to conference room space)
ii. Reallocation of space between departments.
iii. Assignment of space to an individual that exceeds the University square footage guidelines (Appendix C)
iv. Potential facility and/or property acquisitions/dispositions.
b. Requests not requiring submission to the Campus Space Committee include:
i. Reallocation of existing space within a department where the purpose or function of the space does not change and no renovation or maintenance is required.
ii. Minor maintenance (paint, patch, carpet) work to be done on space changes qualifying under b.i above.
8. Whenever a space is returned, it shall be free of any personal or departmental items. Any items or furnishings left in the space at the time of vacating will be transferred to Surplus Property at the expense of the vacating department; noting that Facilities Operations shall have the first right of refusal to claim any items left by the vacating department prior to items going to surplus. Facilities will evaluate the space to identify any repairs or custodial services required. All repairs or custodial services required above normal wear and tear will be at the vacating department’s expense. All repairs shall be made prior to the space being reoccupied.
9. Members of the TTUHSC Campus Space Committees serve at the discretion of, and are advisory to, the People and Operations Council. Each Campus Space Committee shall provide a list of Committee membership as membership changes. Campus Space Committee members are to be recommended by the department that they represent.