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Space Management and Allocation procedure

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Section 1 - Preamble

(1) This Procedure was approved by the Vice-Chancellor on 17 January 2015 and incorporates all amendments to 7 April 2017.

(2) The Procedure includes the following schedule:

  1. Schedule A: Space Planning and Utilisation Guidelines.
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Section 2 - Purpose

(3) This Procedure outlines the processes by which space is managed and allocated at the University. This Procedure should be read in conjunction with the Space Management policy.

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Section 3 - Scope

(4) This Procedure applies to space owned, managed and leased by the University, inclusive of buildings and outdoor spaces, and to all Faculties and Portfolios and staff. This Procedure excludes Student Residences.

(5) This Procedure provides a framework for the optimal use of space through a partnership approach between Faculties and Portfolios and Infrastructure and Property Group.

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Section 4 - Policy

(6) This Procedure is pursuant to the Space Management policy.

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Section 5 - Procedure

Space allocation

(7) Space allocation is managed by the relevant member of the Executive who can approve changes within their overall allocated space. Corporate Finance must be informed about changes to the use or allocation of space.

(8) All requests or applications for additional space will require approval from the Executive Director, Infrastructure and Property Group and be made using the Space Allocation Request form as prescribed by the Executive Director, Infrastructure and Property Group.

(9) The request will be assessed in consultation with the applicant and all affected stakeholders.

(10) A space allocation request that requires capital funding will remain unapproved until funding is secured.

(11) The Infrastructure and Property Group will undertake periodic reviews of space and assist Faculties and Portfolios to identify spaces that are underutilised or used for purposes not consistent with the original allocation.

(12) Where the space allocation or associated works potentially affect the OHS of staff, the local line manager is responsible for consulting with staff as per Part 4 of the Occupational Health and Safety Act (2004). Infrastructure and Property Group will be responsible for providing information, reminders and support to managers in regards to meeting this obligation.

(13) Safety in Design Principles will be applied by Infrastructure and Property Group and its contractors in the design, construction, fitting out of all new or refurbished spaces to meet requirements under Section 28 of the Occupational Health and Safety Act (2004). (Refer to Deakin University Design Standards for Facilities. The latest version of this document can be obtained from Infrastructure and Property Group.)

Management of allocated space

(14) Staff will generally be accommodated in an open and flexible workspace comprising a variety of individual and group work zones.

(15) Faculties and Portfolios manage their space and can modify its use provided it maintains the same purpose and function.

(16) Changes to the function or purpose of space, or the installation of equipment that may impact on existing building services, or require new services, will require the approval of the Executive Director, Infrastructure and Property Group.

(17) Works will be undertaken and coordinated by Infrastructure and Property Group once approved by that Division.

(18) Infrastructure and Property Group will establish and maintain a register of all University internal spaces including location, size, allocation, use and staff location details.

(19) Space allocated to external tenants will be managed through Infrastructure and Property Group. Infrastructure and Property Group will undertake an assessment prior to any new lease being agreed to ensure the allocation of space to external tenants meets overall space objectives. Space will be allocated where the tenant aligns to the University operations, meets a commercial assessment and is supported by the relevant Executive Director. The negotiated rent will recognise the tenant's alignment, stage of development and costs to the University of providing the space.

Vacating space

(20) Vacated space reverts to the University for re-allocation. The space may be reassigned to the current Faculty or Portfolio depending on overall University requirements.

New staff appointments

(21) A new staff member will generally be expected to be located in the same space as their predecessor.

(22) When a role is offered at more than one campus, the hiring manager should contact Infrastructure and Property Group to ensure the availability of appropriate space at these locations if no such space exists within the Faculty or Portfolio’s overall space allocation.

Campus learning space

(23) The University provides a range of campus learning spaces to accommodate a variety of learning and teaching strategies. Infrastructure and Property Group will actively monitor the utilisation of campus learning spaces and review enrolment projections in order to inform timetabling and space planning for growth.

(24) Campus learning spaces are allocated in accordance with the Academic Timetabling policy to optimise use. Teaching activities in campus learning spaces will be recorded in the University's timetable system. Infrastructure and Property Group will conduct regular room audits and report to Faculties on overall and specific room use within a month after each audit.

(25) Infrastructure and Property Group will be responsible for providing and maintaining the physical environment of campus learning spaces. In conjunction with Infrastructure and Property Group, eSolutions will be responsible for providing and maintaining the information and communication technology infrastructure within the space where the capacity of a room has been specified by Infrastructure and Property Group. Where such spaces are allocated to a specific Faculty or Portfolio, the Faculty or Portfolio will be responsible for the day to day management of these spaces, including compliance with regulatory requirements, providing consumables, optimising use including appropriate induction.

Research space

(26) The Executive Director, Infrastructure and Property Group is responsible for the development and regular review of the Research Infrastructure Plan (as a component of the Campus Infrastructure and Utilisation Plan) after extensive consultation with the Deputy Vice-Chancellor Research, Institutes and Faculties.

(27) Resources for staff and student research activities are allocated at the Faculty or Institute level and managed by the relevant Executive Dean or Director. That person is responsible for the assignment of specialist research space, including laboratories, workshops, studios and other research orientated space, within the Faculty or Portfolio’s allocated envelope of space.

(28) The assignment of research laboratory space will be for a fixed period of time. Research space is allocated on a needs basis. Such allocations are reviewed on an annual basis and may be reallocated where a greater need is identified. Reviews are undertaken by the relevant Executive Dean or Director.

(29) Faculties and Institutes will provide an annual report to the Deputy Vice-Chancellor Research and the Executive Director, Infrastructure and Property Group, on the allocation of assigned research space. This report will outline the allocation status of all research spaces, in terms of the relevant researcher or research team, the expected completion time of the allocation and any proposed extensions or new allocations.

(30) Infrastructure and Property Group will provide the template for the research allocation report and ensure that the format of the data is consistent across the University.

(31) Workstation allocations for Higher Degrees by Research students will be on the basis of requirement. Where required, appropriate write up space will be provided in as close a proximity as available to any specialist space (laboratory, studio) necessary to the candidature. Workstations will be booked as required. Infrastructure and Property Group will monitor booked use and where appropriate increase the provision of work desks when the frequency of use averages more than 75% over any given four week period.

Staff space

(32) The allocation of space will take into account the functional requirements of staff and the size and location of available space.

(33) The overall space allocation guideline provides for a maximum of 12m2 useable floor area per effective full time staff. This includes work spaces, meeting, circulation and staff amenity areas, but excludes public areas, building facilities such as toilets, lift lobbies, stairs, plant rooms and other central facilities.

(34) The extent of enclosed spaces (partitions extending to the ceiling) will be assessed on a project by project basis but should be limited to the University's current target of 30% of gross floor area.

(35) Work spaces will be provided with an appropriate level of secure access, however this will not hinder potential sharing of these spaces by other staff as required.

(36) The allocation of support spaces, such as meeting/interview/breakout rooms associated with open plan areas should be based on operational requirements. As a guideline, 20m2 for interview room/breakout space should be available for every 20 FTE staff members in an open plan area. The use of these interview rooms will be managed at a local level.

(37) Access to appropriate work spaces will be provided to casual Academic staff, including access to computers and the Deakin network. The needs of casual Academic staff space will be managed via hot desk facilities.

(38) Personal collections, such as books, materials, art work etc., are not to be accommodated within University spaces unless approved by the Head of School or Institute/Divisional Director. Such collections should then be accommodated within existing workstation space allocated to the individual.

(39) Meeting rooms will be provided taking into account the number of FTE staff requiring access to the space and their specific needs. Meeting rooms will be available for booking on the relevant University room booking system and accessible by staff from all areas of the University. Meeting rooms will only be dedicated to one organisational unit where there are exceptional operational requirements and there is agreement between that area and the Infrastructure and Property Group that exclusive use is warranted.

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Section 6 - Definitions

(40) For the purpose of this Procedure:

  1. campus learning spaces (General): spaces generally equipped and configured for the delivery of classes and categorized by capacity/size, structure, facilities and equipment. These are centrally allocated via the University timetable.
  2. campus learning spaces (Specialist): includes laboratories, studios, workshops and similar types of spaces which are designed, equipped and configured for a specific purpose. The specialist features of such spaces limit their suitability for general teaching. While not centrally bookable, their use will be scheduled on the University timetable.
  3. enclosed office: a fully enclosed work area that is allocated to between one and four people.
  4. flexible workspace (Academic and Professional Staff): a work area with minimal floor-to-ceiling partitioning to subdivide work areas or functions. Flexible workspaces take many forms but would normally include access to formal and informal meeting/collaboration spaces, break-out, focus spaces and storage.
  5. research space: research spaces include laboratories, workshops, offices or other room types if their primary purpose is research or research support.
  6. room utilisation: a measure of room use (against room availability) during standard University teaching hours (8 am to 9 pm Monday to Friday).