POLICY
STATEMENT #17
SPACE ASSIGNMENT, MANAGEMENT, AND ALTERATION
The
following policies and procedures governing the assignment,
reassignment and alteration of University space have
been adopted to promote the most efficient use of
one of the University's most limited resources.
1.
Assignment of Space:
a.
All campus space is considered University space.
The Chancellor retains the authority to assign and
reassign space to any unit on campus. All space assignments
are to be considered temporary, but remain in effect
until formal reassignment occurs.
b.
The Space Policy Committee (SPC) advises the Chancellor
and makes recommendations on assignment and reassignment
of space. The SPC members are the Vice Chancellor
for Academic Affairs/Provost, Vice Chancellor for
Business Affairs, Vice Chancellor for Student Affairs,
Vice Chancellor for Development and Alumni Affairs,
Vice Chancellor for University and Community Relations,
Vice Chancellor for Research and Federal Relations,
Senior Associate Provost, Associate Vice Chancellor
for Facilities Management, Assistant Provost for Academic
Planning and Institutional Research, and the Director
of Facilities Planning (non-voting/recording secretary).
c.
The Chancellor has assigned responsibility for all
campus spaces (including offices, classrooms, laboratories,
conference/seminar rooms, and lounges) to one of five
administrative divisions: (a) Office of the Chancellor;
(b) Academic Affairs; (c) Business Affairs; (d) Student
Affairs; (e) University and Community Relations; and
(f) Development. These assignments are recorded in
the Computer Aided Facilities Management System (CAFM).
d.
The Chancellor and each Vice Chancellor will make
further delegations of space management responsibility
within his or her division. For example, the Chancellor
may delegate management of certain space to the Director
of Athletics, while the Vice Chancellor for Academic
Affairs may delegate space management responsibility
to the college level and, through the appropriate
dean, to the departmental level. These delegations
of space management responsibility will be clearly
indicated in the CAFM system.
e.
Organizational managers with delegated responsibility
for management of space (Vice Chancellors, Senior
Associate Provost, Deans, Departmental Chairs, Associate
Vice Chancellors, and Directors) shall make decisions
with respect to the assignment, use, and reassignment
of such space. It is the responsibility of each administrator
with delegated responsibility for space management
to ensure that changes in room use and activity are
recorded in the CAFM system.
f.
Organizational managers with delegated responsibility
for management of space (Vice Chancellors, Senior
Associate Provost, Deans, Departmental Chairs, Associate
Vice Chancellors, and Directors) will appoint a Space
Coordinator to maintain data on their assigned space
in the CAFM system.
2.
Alteration and Renovation of Space:
a.
Organizational managers with delegated responsibility
for management of space shall seek approval at the
Vice Chancellor level for all space renovations and
alterations.
b.
Any physical space alteration or renovation shall
be designed and constructed under the direction of
the Facilities Management Department to ensure life
safety code compliance.
c.
For the purposes of this Policy “alteration” includes,
but is not limited to:
d.
For the purposes of this Policy “renovation” is defined
as any work that is required to restore, upgrade,
or otherwise improve the condition of facilities.
e.
It is the responsibility of the Associate Vice Chancellor
for Facilities Management to ensure that alterations
in physical space are recorded in the CAFM.
f.
No classroom, laboratory, conference/seminar room,
or other facility dedicated to instruction may be
converted to non-instructional use without written
approval from the Provost/Vice Chancellor for Academic
Affairs.
3.
Requests for Additional Space:
a.
Requests for additional space should be resolved at
the divisional level whenever possible.
b.
If a divisional solution cannot be found, requests
for additional space or for reassignment of space
across divisional lines shall be forwarded to the
Director of Facilities Planning for review.
c.
The Director of Facilities Planning, in coordination
with Assistant Provost for Institutional Research,
will assess alternatives (including space alterations,
reassignments, and off-campus options).
d.
The Director of Facilities Planning will present
options and recommendations on reassignment of space
to the Space Policy Committee (SPC). The SPC will
make decisions on recommendations presented by the
Director of Facilities Planning and forward its
decision to the Chancellor for approval.
e.
The SPC is also responsible for the analysis of
options and recommendations to the Chancellor on
the assignment and use of space vacated by the construction
of new campus facilities.
f.
To ensure efficient use of University buildings,
“The University of North Carolina Space Planning
Standards” will used as a guide when analyzing all
additional space needs.
