Purpose: The following policy governing the assignment, reassignment and alteration of University building space has been adopted to promote the most efficient use of one of the University's most limited resources.

 
Universities are always in a state of change. Given the need to benefit fully from its space resources, university personnel should expect that the use of space will always be under review. Administrators have as part of their duties and responsibilities the requirement to make space allocation and reallocation decisions as necessary to advance the university in achieving its mission. Space that is not being fully utilized should be reassigned.  This policy will outline the Space Resolution Process, the role of the Space Assessment Committee (SAC) and the management of the space inventory.

Policy: All space is to be considered University space and is subject to assignment and reassignment to meet the overall needs and best interests of the institution.  All space assignments remain in effect until formal reassignment occurs. Assignment of University space shall be the decision of the President, who is authorized to assign or reassign space to any unit on campus.  The President may delegate decision-making authority to the Provost. Unless stated otherwise by the President, the following procedures will be used in the assignment of space.

Space Resolution Process:  Decisions on space assignments within colleges and schools, including change in function, that occur fully within the academic area will be made with the approval of the Provost, or individual(s) to whom the Provost delegates such authority. There will be no requirement to get approval of such changes from the (SAC), but all such changes will be reported to the committee in a timely manner. The Provost will consult with the Vice President for Research on broad research initiatives and develop standards for utilization and allocation of research labs.

All space issues and requests may be initiated by any department chair or department head and must be submitted to the appropriate Dean or Vice President on the Space Request form.  Requests endorsed by the Dean or Vice President will be forwarded to the Provost and the SAC for consideration.

The Charge of the SAC:  Unless stated otherwise in this policy, the SAC is responsible for reviewing space issues and requests for space changes and making recommendations to the Provost who will make the final decision on the use and assignment of space.

Composition of the SAC:  The SAC shall be chaired by a designee from the Provost’s Office and comprised of representatives from the areas shown below.  Members will be appointed by the cognizant Vice President or department head.

• Provost’s designee (Chair of the Committee)
• Academic Affairs (2 members)
• Student Development (1 member)
• Finance and Business Affairs (1 member)
• Research (1 member)
• Faculty Senate (1 member plus a named alternate)
• Staff Council (1 member plus a named alternate)
• Student Government Association (1 member)

The SAC will meet on an as needed basis, but no less than quarterly. Telephone and/or electronic meetings are acceptable for handling urgent issues. When a space request is on the agenda, all parties involved are invited to attend the SAC meeting. Staff support for the SAC will be provided by the office of Facilities Management and Construction.

Space Categories:  The SAC will be notified of space requests under categories 1 and 2 as informational items only and will require no further action.  Space requests for categories 3 through 6 will require review by the SAC and a recommendation submitted to the Provost for final approval. 

An individual who believes he/she is adversely and inappropriately affected by a space reallocation decision can ask for a review at the next higher administrative level.  If such a review is conducted by the Provost, that decision is final.

1. Reassignment within a College, Academic or Administrative Unit
Requires the submission of the Space Request form to document changes in “space reassignment” within a college, academic or administrative unit.  For example, if a department reassigns office spaces to another department, a “change in assignment” of that space occurs.  These space approvals lie within the authority of the Provost and those to whom it has been delegated.

2. Change of Function
Requires the submission of the Space Request form to document changes in “space function” within a college, academic or administrative unit.  For example, if office space is converted to graduate student space (or vice-versa), a "change in function" of that space occurs.  These space approvals lie within the authority of the Provost and those to whom it has been delegated. 

A “change in function” that changes the use of a substantial area within a building or department requires action by the SAC and the Provost’s approval.  Classroom space cannot be changed to another function without approval of the Provost.

3. Reassignment across Colleges, Academic or Administrative Units
Requires the submission of the Space Request form to request a “space reassignment” across colleges, academic or administrative units.  These requests will be reviewed by the SAC and recommendations will be submitted to the Provost for final approval.

4. Request for Additional Space
Requires the submission of the Space Request form to request “additional space” by a college, academic or administrative unit.  These requests will be reviewed by the SAC and recommendations will be submitted to the Provost for final approval.

5. Request for New Space
Requires the submission of the Space Request form to request “new space” created by new construction, remodeling of existing space, building purchase, or lease agreement.  These requests will be reviewed by the SAC and recommendations will be submitted to the Provost for final approval.

6. Vacated Space
Requires the submission of the Space Request form to reserve “vacant space” which typically occur pending reassignment during an on-going recruitment effort.  These requests will be reviewed by the SAC and recommendations will be submitted to the Provost for final approval.  Note: Changes within a college, academic or administrative unit that occur due to a permanent reduction in staff or termination/downsizing of a program and vacant space is the result, that space is not available for internal reassignment.

For access to the Space Request form and additional guidance concerning space management and procedures required for requesting additional space or the alteration of existing space, see the UNT Facilities web page.

Requirements for scheduling the use of campus space for a particular activity see Policy 6.3, “FACILITIES USE COORDINATION.” 

Management of Space Inventory: It is the responsibility of the office of Facilities Management and Construction (FMC) to be the resource and “data steward” for the University’s space inventory.  FMC will conduct annual space audits. However, it is the responsibility of each administrator assigned space management responsibilities for their unit to ensure that changes in space are reported in a timely fashion to the FMC.