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KU Edwards Space Planning and Allocation

Policy
Procedure
Guideline
Purpose: 

To set forth space policy, management responsibilities, space allocation criteria and reporting requirements.

Applies to: 

KU Edwards Campus faculty, staff, instructional staff, and students as well as academic and administrative units physically located on the Edwards Campus.

Campus: 
Edwards
Policy Statement: 

In order for KU Edwards Campus to achieve its mission, it is essential to maximize the use of all available assets. This policy is intended to assist in the management of space in an efficient and effective manner.  The goal is to be fair, consistent, sufficiently flexible and transparent to enable the securing of space for all campus units. 

The Vice Chancellor of Edwards Campus has overall responsibility for the equitable and optimal use of space resources with final authority over all Edwards Campus space assignments and designations.  The Vice Chancellor chairs the Space Advisory Committee made up of the Associate Vice Chancellor of Edwards Campus; the Assistant Vice Chancellor of Professional & Continuing Education; the Director of Admin & Fiscal Services, the Director of the Academic and Faculty Support Center; and the Director of Student Success and Support Services. The Director of the Academic and Faculty Support Center analyzes and makes recommendations for all types of instructional and research space (classrooms, labs, etc.).  The Space Coordinator analyzes and makes recommendations for all administrative space requests. The Space Coordinator also coordinates the functions of the Space Advisory Committee, facilitates the Space Advisory meetings, and chairs and facilitates the Space Implementation Committee.

Space is allocated on the basis of academic and institutional priorities and programmatic needs. 

Administrative Space

Administrative space may be reallocated if/when needs or priorities change. The top priority for on-campus space will be given to the following groups:

  1. Faculty members and instructional personnel for credit and Professional & Continuing Education programs as documented by program leadership.  Space can be allocated as regular office space or as temporary office space (hoteling).
  2. Staff who support campus services and engage in administrative operations.
  3. Storage space for units as needed by their program and based on availability.

In addition, temporary (two hours at a time) office “hoteling” space may be provided to faculty and instructional staff on a first come, first serve space available basis.  Guidelines and procedures for requesting hoteling space can be found in Appendix II.

Administrative space will be allocated using the following criteria:

  • Program need
  • Job responsibilities
    • Responsibilities will provide criteria to determine the need for private office space.  These criteria will include:
      • Use of confidential materials (personally identifiable information as defined by federal law).
      • Need for confidential in-person or electronic communication meetings.
      • Communication needs of the position, particularly time spent on the phone.
      • Need for concentrated quiet time for detailed or intellectual work.   
  •  Extent of presence on the campus
  • Instructional needs of credit and Professional & Continuing Education programs

The Space Coordinator is responsible for keeping an up-to-date inventory and allocation of administrative space.

Classroom Space

Classrooms are assigned according to the type of room needed, the size of the class and the instructional needs of the class.  Programs are not given designated classroom space.  The Director of the Academic and Faculty Support Center is responsible for the ultimate allocation of classroom space.   

Instructional Lab Space

Instructional lab space includes science and computer labs and is allocated on a program need basis by the Space Advisory Committee. Lab space is reserved for KU instructional activities (credit and non-credit).  Programs may be assigned a lab space on an ongoing basis and may be expected to contribute to the cost of that lab space.  The Director of the Academic and Faculty Support Center is responsible for the allocation of all science and computer labs, including classroom labs, open computing labs and laptop carts.

Research Space

Research space at the campus is assigned based on the following criteria:

  • The Research is conducted by campus resident faculty or faculty related to an Edwards Campus program.
  • Space available is conducive to the research purpose.
  • Utilization of the space enhances the campus learning environment or contributes to an existing academic program.

Requests for research space will be evaluated by the Director of the Academic and Faculty Support Center and then a recommendation will be presented to the Space Advisory Committee.

Appendix I

Space Allocation Procedures

The following procedures have been developed to assure that faculty and staff know where and how to make requests for space and what the decision process entails. 

Requests for new or reallocation of space:

  • Requests for new or reallocation of space must be submitted in written form to the Edwards Campus Space Coordinator.   Every attempt should be made to submit requests at least three months prior to space being required.  Anticipated time frame for responses to space requests are 4-6 weeks.
  • Each space request should include information about the allocation of space currently assigned to the unit.  The Space Coordinator may be contacted to assist with space planning, including furniture planning, storage needs, and instructional space needs.
  • Space requests from academic credit program units will be analyzed by the Director of the Academic and Faculty Support Center and a recommendation presented to the Space Advisory Committee.
  • Space requests for allocation of classroom space outside of academic credit programs should be forwarded to the Director of the Academic and Faculty Support Center, the Conference Events Manager, and the Space Coordinator.
  • Space requests for allocation of research space should be forwarded to the Director of Academic and Faculty Support Center and the Space Coordinator.
  • Space for events is managed by the Conference Events Manager. 
  • The Space Advisory Committee will review all space requests and recommendations and make a final recommendation to the Vice Chancellor.   
  • Once the Vice Chancellor has made a decision, that decision will be shared with the requestor either by the Space Coordinator or Director of the Academic and Faculty Support Center.

Appendix II

Instructional Hoteling Space Process and Procedure

  1. Space requests for instructor hoteling should be forwarded to the Conference Events Manager.    All other hoteling requests should be forwarded to the Space Coordinator.
  2. An instructor is scheduled a space from the following criteria:
    1. An office to meet privately with students
    2. A cubicle if the need is for class preparation
  3. Office hoteling is located in BEST 270
  4. Cubicle space is available in every building
  5. Instructors are allowed up to 2 hours of office/cubicle time per class, per week.
  6. All hoteling is allocated on a first come, first serve basis.

Appendix III

Academic Credit Program Classroom Assignment Process and Procedure

Classrooms assignments are coordinated through the Director of the Academic and Faculty Support Center and the Conference Events Manager after units request them through the Registrar’s classroom assignment software.  When exceptions are needed, departments submit an email request to the Conference Events Manager with the time, day and technology classroom requirements. The KU Registrar’s Office will update the class schedule based on the new classroom assignment information provided by the KU Edwards Campus Conference Events Manager.

Contact: 

Ann Ermey
Edwards Campus Space Coordinator
aermey@ku.edu

Approved by: 
David Cook, Vice Chancellor of KU Edwards Campus
Approved on: 
Friday, March 27, 2015
Effective on: 
Friday, March 27, 2015
Review Cycle: 
Annual (As Needed)
Keywords: 
Instruction, academic, professional and continuing education, administrative, research, storage, hoteling, annual space program statement, Space Advisory Committee
Change History: 

07/01/2019: Added Space Coordinator responsibilities; added detailed information about how administrative, classroom, instructional lab and research space are allocated and who is responsible for those allocation decisions; removed building priority section.
07/21/2016: Policy formatting cleanup (moved Review, Approval & Change History information into chronological order). Updated URL pathway settings.
5/24/2016: Language changed to gender neutral; Space Advisory Committee membership updated; Use of Regents Center 131 by students removed; phones as a faculty resource in Regents Center 131 removed.
01/07/2016: Appendix III added-Approved by Edwards Campus Policy & Procedures Committee and David Cook, Vice Chancellor of the Edwards Campus.
04/13/2015: Policy added to the KU Policy Library.
03/27/2015: New policy approved by David Cook, Vice Chancellor of the Edwards Campus.

Operational Categories: 
Facilities

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