UC Santa Barbara Policy 5554
Policies
Issuing Unit: Administrative Services Date: February 1, 1985
CONTROL OF THE USE OF SPACE
I. REFERENCES:
A. Assistant Vice President Evans' memorandum, Fall 1971,
Facilities Inventory Reporting, dated August 1, 1971.
B. Individual Grant Agreements. (Reference copies are maintained
by the Associate Vice Chancellor, Administrative Services, who
has been delegated construction grant acceptance authority by
the Chancellor. The Construction Grant Coordinator is the
Assistant Chancellor, Planning and Analysis.)
C. Facilities Inventory Regulations. (Reference copies are
maintained by the Assistant Chancellor, Planning and Analysis.)
D. UCSB Policies Manual, Policy 5557, Allocation of Space.
E. UCSB Policies Manual, Policy 5539, Academic Scheduling of
Classes and Classrooms.
II. POLICY:
The physical facilities of the campus, like its personnel, dollars,
and equipment, are resources which must be managed, maintained,
controlled, accounted for, and used in accordance with appropriate
policies in a manner which contributes toward fulfilling the
University's missions of teaching, research, and public service.
The Chancellor or by specific designee is responsible for proper
facilities management, including the authority to assign, relieve
from assignment, and reassign space as necessary.
A. Ownership of Facilities
Regardless of the source of construction funding, The Regents
own all UCSB facilities; transfer of ownership in space
assignment is neither implied or inferred.
B. Facilities Inventory
Much as funds are accounted for in the financial accounting
systems, the University has accountability for it facilities.
Separate inventories are maintained for campus buildings and
rooms. Measures of space for campus buildings include: building
age (date constructed and occupied), type of structure, cost,
outside gross square feet, size of maintained and janitorized
areas, assignable and non-assignable square foot areas, and
building condition. Similarly, campus rooms are measured and
data concerning them recorded: e.g., type of room, to whom
assigned, size, capacity, location, etc.
The facilities records are maintained in the Facilities Data
System Inventory (FDX) and they are the official record of the
University which is used by the campus, Systemwide, Regents,
and State for analysis of space characteristics used in
resource allocations and use studies.
Some space is limited in use by the funding agency at the time
of construction, and the only way such space is identified is
by the record in the FDX where it is coded in accordance with
Systemwide directives on a room-by-room basis. The FDX is the
sole evidence of the University's compliance with the terms of
its various construction grant agreements.
The Assistant Chancellor, Budget and Planning, is the custodian
of the FDX and is responsible for its update and maintenance in
accordance with Systemwide policies. Changes to these records
will be made only by the Assistant Chancellor, or his designee.
C. Responsibilities
1. The Chancellor has overall responsibility for establishing
and maintaining such records, procedures and practices as
will assure compliance with University regulations, and
for meeting the terms and conditions associated with
Systemwide policies. Changes to these records will be made
only by the Assistant Chancellor, or his designee.
2. The Vice Chancellors have been delegated responsibility
for the allocation of campus space. It is institutional
policy to meet all instruction-related needs first. (See
Policy 5557, Allocation of Space, for additional
information.)
Requests for space assignment should be submitted to the
appropriate administrative officer:
Vice Chancellor, Student Affairs
Vice Chancellor, Administrative Services
Associate Vice Chancellor, Research
Administrative officers can reallocate space within their
purview. If space cannot be achieved through allocation,
the administrative officer will forward the space request
along with his/her analysis to the Vice Chancellor for
resolution.
3. All classrooms, seminar rooms, and associated service rooms,
are under the control of the Registrar. The Registrar is
responsible for the scheduling of all official classes on the
Santa Barbara campus. (See Policy 5539, Academic Scheduling
of Classes and Classrooms for exact Procedure.)
D. Unauthorized Space Use and Need for Accurate Space Records
Campus space is subject to use audit by representatives of the
Chancellor, the State Department of Finance, the Legislative
Analyst's Office, and, in the case of Federally-funded space,
representatives of the granting agency. Department chairs or unit
heads are responsi ble for ensuring that all space assignment is
used for the purpose designated. Changes in room assignment or
approved activity are to be reported promptly to the appropriate
administrative officer. Unauthorized use of space and inaccurate
space inventory records jeopardize the credibility of the
University and when Federally financed space is involved, can
lead to a legal demand for the return of construction funds. If
it is determined that campus space is not being occupied by
and/or used as authorized, the appropriate administrative
officer(s) will investigate the matter and take corrective
action as required.
For questions or comments regarding the format of the above information, please contact webcontact@ucsbuxa.ucsb.edu.
Last Modified By: HMW, 5/21/97
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