UC Santa Barbara Policy 5557
Policies
Issuing Unit: Administrative Services Date: February 1, 1985
ALLOCATION OF SPACE
I. PURPOSE AND SCOPE:
In accordance with Policy 5554, the Chancellor (or designee) is
responsible for proper facilities management, including the
allocation/reallocation of space. This procedure provides guidelines
for the allocation/assignment of space. (For assignment of office
space for registered student organizations, see Policy 5566; for
Academic Scheduling of Classes and Classrooms, see Policy 5539.)
II. REFERENCES:
A. UCSB Policies Manual, Policy 5554, Control of Use of Space.
B. UCSB Policies Manual, Policy 5521, Department-Funded
Alterations to Existing Facilities.
C. UCSB Policies Manual, Policy 6095, Privileges of Retired
Employees.
D. UCSB Policies Manual, Policy 5566, Office Space for Registered
Student Organizations.
III. PROCEDURE:
A. The Space Request
The initiating unit submits a written request for additional
space to the appropriate administrative officer, Policy 5554
II.c.2.
Requests for space allocation cannot be submitted by
individuals; requests for space needs should be directed to
department chairs/unit heads for comment and transmittal as
appropriate. The space request, in the form of a memorandum,
should address the following areas:
1. The type of space needed: e.g., office space, laboratory
needs (wet or dry), conference/seminar meeting room,
whenever appropriate, the approximate size of the room
required should be stated.
2. When the facilities will be needed and for what period of
time. Is the need anticipated to be permanent or merely
temporary?
3. If the space assignment is tied to an FTE, when will the
provision be filled? Is it a temporary or permanent FTE?
4. Are alteration or modification funds likely to be needed?
If yes, see Policy 5521 for more information.
5. Is the space request instruction-related,
research-related, or for administrative needs?
6. Is there an optimal preferred location? Why?
7. Other data that might help substantiate the request.
B. Review Procedure
The Assistant Chancellor, Budget and Planning is prepared to
assist the administrative officers in their review of requests
for space assignment. A facilities planner (space analyst) will
collect any additional data that is needed in connection with
the request for space and relay it to the approving officer for
action. In addition, he/she will answer any questions the
requester may have concerning the procedure for space review,
and will communicate an approximate timetable for action.
The Assistant Chancellor will provide the following additional
information to aid review:
1. Validity of the space request from the point of view of
usually accepted space standards and policies;
2. Availability of suitable space within the officer's
purview which could be reassigned to meet this need;
3. Alternatives available to meet the request.
C. Decision
The administrative officer may either:
1. Deny the request outright.
2. Meet the request by reallocating space under his/her
purview.
3. If space is not available, forward the request with an
analysis to the Chancellor for consideration.
Established space policy should be followed and any
requests for an exception to policy must be approved by
the Chancellor.
D. Implementation
The Assistant Chancellor will assist administrative officers in
the preparation of correspondence concerning space assignment
and update the FDX records accordingly. Administrative officers
are charged with notifying the Assistant Chancellor promptly of
any proposed changes in space assignments.
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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