SASC15-A4-P12
10 Sept 2015
Space Policy
The aims are:To provide the optimum amount of flexible space to support the University’s overall strategy. Space should be functionally suitable for its purpose, in excellent condition, and utilised as efficiently as possible.
To reduce the costs of both provision and maintenance of the built estate and reduce carbon emissions.
To support the effective implementation of the University strategy.
Key Data
The university has a large estate[1] covering 440 acres of which 64.94 acres is dedicated to playing fields.
Academic and Professional Services Space - net internal area is 152,277m2
Let/Commercial space net internal area is 64762m2
University Residential Space 77307m2
Loughborough in London net internal area ~ 6500m2
Introduction
It is important that the University manages its estate efficiently and effectively. The significance of space management should not be underestimated as space is the second highest cost after salaries.
The value of good space management practice is recognised by HEFCE, as effective space management policy and procedures are embedded in their Capital Investment Framework for funding allocations.
This document provides the framework for the space management of all non-residential accommodation and includes guiding principles for all space and specific detail for different types of space; these principles will inform the decisions of Space Allocation Sub-Committee in allocating space.
Principles
1. Increase space utilisation and functional suitability across the University leading to potential decommissioning of legacy, poor carbon performing and unattractive buildings.
2. Eliminate ‘entitlement’ and ensure allocation is based on need.
3. Fully utilise central timetabling to create improved processes for managing space and further develop to forecast space need and assist in the reduction of estate ensuring space is fit for purpose.
4. Apply space management tools to allow for strategic space planning of the estate and inform decision making on space.
5. Use business plans and various forecasts to inform decisions about future space requirements (student number forecasts, new programmes, changes to current programmes, research grant applications etc.)
6. Encourage sharing of space and collaboration across Schools and Professional Services.
7. Plan for and encourage alternative methods of working to include open plan and hot-desking.
Benchmarking
Loughborough University benchmarks against the TRAC Group B, Russell Group and a comparison group of higher education providers with similar profiles; this is an annual process and uses data provided to HESA in the Estates Management Records.
Governance
Issues concerning space are considered at Space Allocation Sub-Committee (SASC, a sub-Committee of Estates Management Committee, a joint committee of Council and Senate).
This Committee is chaired by the Provost. The Membership and terms of reference for SASC are attached as Appendix 1.
Reporting and Modelling Space
The University has two primary space management systems: Archibus for room data and the Central Management Information System (CMIS) for timetabling teaching space.
An annual space validation exercise is undertaken to ensure accurate data.
There are a number of ways in which the space information is reported both internally and externally:
· A return is made to Finance on an annual basis reporting the space allocated to each cost centre. This is then used internally to calculate the space charge and externally in the TRAC return to HEFCE.
· Occupancy reviews are undertaken on all space.
· Post occupancy reviews are undertaken on capital projects, ensuring a review of the success of a project in terms of the efficiency and effectiveness of space.
· Space ratios and the results of the bi-annual utilisation surveys of pool teaching rooms also reported externally to HESA in the Estates Management Records submissions. These statistics are also used internally to assist space decisions.
· Space audits are undertaken for all Schools associated with planned Capital Projects and evidence is gathered of space requirements before commencement of the project.
· One tool used for space modelling is the Space Assessment Model (SAM), this is part of theAUDE[2] Toolkit for a Sustainable Estate. The toolkit aims to assist in planning and improving the management of space, in line with the national agenda for greater financial and environmental sustainability.
· Space metrics are monitored by HEFCE under the Capital Investment Framework on an annual basis and the University is challenged to justify deviations
Space Guidelines
General Principles
The following principles apply to all cost centres:
· Space allocation should be equitable and transparent.
· Space is owned by the University not by Schools or Sections.
· Each section is responsible for ensuring their allocated space is used efficiently. If evidence suggests that this is not to be the case then a review will be undertaken.
· Open-plan working is encouraged and in any newly created space justification needs to be made that cellular offices are required.
Timetable principles
The timetable aims to support the delivery of the highest quality learning and teaching to students at the University by:
· Ensuring that student and staff time is effectively scheduled
· Ensuring that students are taught in the most appropriate teaching accommodation
· Ensuring, where possible, that lectures, tutorials, labs and other sessions are scheduled in an appropriate order in the week and the semester
· Minimising student and staff travel
· Providing a unified approach to timetabling and room booking using one common timetable system for all users
· Providing easy and timely access to timetable information via the online timetables
· Supporting any specific requirements for teaching (e.g. disability)
· Ensuring optimal utilisation of the University's teaching space
Types of Space
Offices
· The use of dedicated open-plan areas for all staff will be encouraged together with hot-desking provision. There is no automatic right to occupy an individual office unless a need is demonstrated.
· Rooms that are suitable for offices should not be used for storage, to locate printers/photocopiers etc.
· When Academic Schools and Professional Services appoint additional staff, accommodation must first be found by ensuring that all offices with an area >13m2 have an occupancy of at least 2 persons.
· Visiting staff should normally be located in shared offices or have hot-desk provision.
· PhD students should normally share office accommodation or use open plan spaces or hot desk.
· Professional Services staff should normally be located in shared offices or use open-plan spaces.
· Alternative accommodation for light users of workstations will be provided by using shared desk space or providing touchdown points for laptops.
Teaching and Meeting Space
· All teaching and meeting space should be registered on the timetabling system.
· Utilisation surveys will be carried out each academic semester and if these are consistently poor the use/allocation of the space will be reviewed.
Specialist Space (including laboratories)
· Schools will be required to provide justification for the provision of any School teaching or research space that cannot be shared or timetabled by others .This will incorporate the level of servicing required and a projected timetable of use.
· Schools are strongly encouraged to share specialist facilities where possible.
Other Space
· Access to space for making drinks will be made available; however this will be shared between Schools/Sections as appropriate.
Space to let to 3rd party organisations
· Allocation of space on campus to 3rd party external organisations falls within the remit of SASC. The University Surveyor manages all associated tenancy agreements
· On the Science and Enterprise Parks, space is let on a commercial basis to external organisations with which partnership is expected to bring mutual benefit
· For an agreed set of spaces on Science and Enterprise Parks, SASC delegates to the PVC(E) responsibility for decisions on requests for space from external organisations. Vacated spaces remain within the set for reallocation.
· A gateway policy for the Science and Enterprise Parks is in place and available at http://www.lusep.co.uk/community/campus-partner-policy.
· The exception to the above is SportPark where space is allocated to NGBs of Sport; recommendations for such lettings emanate from and are approved by SDC
Allocation or Reallocation of Space
The allocation of space is determined by SASC.
· Schools/Professional Services must notify SASC of all proposed changes to their space allocation.
· Schools/Professional Services may exchange space subject to any such exchanges being ratified by SASC prior to any such exchange being implemented.
· Deans, or others, must consult with SASC, via the Chair/Space Manager, regarding application for space usage by any external organisations (including those associated with current or former employees).
· Applications for changes in space holdings should be made to SASC by the Dean or Operations Manager or Head of Professional Service using the attached outline for submissions (Appendix 2).
· Information and annual review of space use and holdings are affirmed each calendar year in January/February and reported to Finance in March for future internal charging.
Appendix 1
Space Allocation Sub-Committee
Terms of Reference
Membership:
Provost - Chair
Deputy Chief Operating Officer
Director of Facilities Management
Deputy Director of Facilities Management
Space Manager
Timetabling Manager
University Surveyor
Pro Vice-Chancellor (Enterprise)
An Operations Manager
By Invitation:
Others as relevant for strategic discussions and/or presenting proposals for space requests.
Terms of Reference
1. To recommend major reallocations of space within the University for academic and other uses to the Estates Management Committee.
2. To advise Estates Management Committee on matters relating to space strategy
3. To ensure sufficient and accurate records of space and its allocation are maintained.
4. To keep under review the allocation of space within the University and in doing so, seek to ensure efficient and economic utilisation of space resources and that financial and environmental sustainability are key considerations in the space allocation process.
5. To ensure appropriate surveys of space utilisation are undertaken and to report the findings to Estates Management Committee
6. To advise on timetabling policies and utilise central timetabling analysis to inform future teaching and laboratory space requirements.
7. Ensure space utilisation and functional suitability across the University leading to potential decommissioning of legacy buildings.
8. Ensure that both quantitative and qualitative methods of analysis are incorporated into space decisions.
9. To make minor allocations of space through delegation to the Space Manager.
10. To report to Estate Management Committee.
September 2015
Submissions to the Space Allocation Sub- Committee for Additional Space or Changes in Space Usage
You are advised to read the Space Policy.
The Space Allocation Sub-Committee meets in advance of the Estate Management Committee (EMC) and provides advice to EMC.
Your application – maximum 2 pages only and should cover the following points:
(Any additional supporting statements can be submitted but will be as appendices)
High level summary:
Extra space requested / xxx.xxm2Space given up / xxx.xxm2
Income generated / £xxxxx
Additional staff / xxxFTE
Additional students / xxxFTE
1. a. Name and position of person submitting proposal.
b. The proposed users.
2. Statement of need for space, use of the space, kind of space required, and size(s).
3. Date the space is required.
4. Does the application for space conform to the School/Section Development plans?
5. Any other statement on background or need that you wish to make to the Space Allocation Sub-Committee in support of your application for change in holdings.
6. Are there special requirements needed for the space; e.g. access, health and safety, noise, clean areas, ventilation etc?
7. Has funding been secured for the project – including removals, builders’ work, equipment, new facilities?
8. Has provision for future running costs of the facilities (e.g. energy, services, maintenance and repairs) been budgeted for, and included in your agreed business plans?
9. Approximate period of use (if applicable).
10. What University space is being given up in this move and will be available to re-assign (state space and room numbers)?
11. Any other information relevant to the submission.
September 2015
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[1] Figures submitted for the University Facts and Figures 2015
[2] AUDE Association of University Directors of Estates