Space Assignment Procedure

Type: 
Procedure
Category: 
Facilities
Department: 
Facilities Management and Planning
Phone: 
(541) 463-5216
Primary Contact: 
Todd Smith
Contact Email: 
Responsible Executive Authority: 
Vice President, College Services
Purpose: 

This procedure describes the process that departments (organizational units) will use to request additional facilities or a change in use of the facilities currently assigned.

The College's physical facilities are allocated to organizational units in a manner which is both equitable and which reflects the needs of the units and goals of the college.

Narrative: 

Introduction

The space assignment process has changed over the years to allow flexibility, timeliness, fairness, and collaborative decision making to meet challenging and ever changing college needs for space.  This process involves the services of a space assignment "Facilitator", the Facilities Leadership Team (FLT), the Executive Leadership Team (ELT) and a Space Assignment Advisory Team (SAAT), if needed.  Please see also Space Assignment policy (adopted June 2010).

Purpose

To provide timely space assignments to maximize the utilization of college space in support of the mission of the college.

Process Steps

  1. The process begins with a completed Space Assignment Request Form.
  2. The Facilities Management and Planning (FMP) department Director assigns an FMP representative (likely the Campus Architect) to facilitate the space assignment process and act as the space assignment "Facilitator".
  3. An SAAT is formed and generates a charter/mission which supports the current needs for space assignments.
  4. The Facilitator meets with the requestor to understand the rationale and justification for the request as well as the physical consequences of the request.
  5. The Facilitator independently verifies the rationale for the request through further investigation and research.
  6. The Facilitator identifies options to satisfy the request along with the pros and cons of each option.  A preliminary estimate of cost to fully and completely implement each option is generated by the facilitator. 
  7. The Facilitator discusses the options with all stakeholders and includes their comments on the pros and cons for each. This includes reviewing preliminary estimates of cost for each option with the requestor and stakeholders.
  8. The Facilitator identifies an approved funding source.  The responsible Manager must approve the funding source by issuing a Fund-Organization-Account-Program (FOAP) number.  If a funding source is not identified, then the space assignment request does not move forward and no further action is required on the part of the Facilitator.  The Facilitator will however review the denied request with FLT at the next scheduled meeting. 
  9. If a funding source is identified and approved, then the Facilitator will continue with the development of a summary report and recommendation.  If however the space assignment is required to move forward without designated or approved funding sources, written approval from the college President or Vice-President is required with all known financial implications noted in the written request for authorization to proceed.
  10. The Facilitator prepares a summary report that includes the original request, the Facilitator's actions (including the options, etc.) in response to the request and a recommended resolution. This report is reviewed by FLT and any changes are included in the final report
  11. The final report is sent to the requestor, all stakeholders, FLT members, ELT members and SAAT committee (if needed) at least one week before a meeting is scheduled. 
  12. CLT reviews the report and makes a final decision.
  13. A stakeholder may appeal ELT's decision if the stakeholder has new relevant information that has not already been presented/considered.  The requestor or stakeholder will need to present written new information to the Facilitator for further consideration in order to allow the space assignment request to be reconsidered.
  14. The Facilitator shall notify all stakeholders in writing of the official action in response to the space assignment request only after receiving the ELT's decision.  Reasoning will be provided to the requestor if the request is denied.
  15. If the space assignment request is approved, an implementation work order must be created in "Megamation" for design, planning, construction, moves, and other work associated with the space assignment authorization decision.  Megamation is a computerized maintenance management software system used to coordinate, track, and communicate how resources are utilized to support maintenance and physical plant related activities, including space assignment implementation.
  16. The space assignment implementation work order will then be closed once all work is completed. 

Alternative Processes

  1. Emergency projects for Indoor Environmental Quality issues, infrastructure systems failures or major maintenance projects may require an abbreviated and expedited decision- making process.  Space assignments will still require a work order space assignment request in "Megamation", a designated source of funds, and discussions with ELT regarding temporary options to address the emergency.  Each emergency will be addressed to reduce the risk of adversely affecting the instructional mission of the college, ensure quality safety and healthy work and learning environments, address regulatory compliance requirements, and to reduce interruptions and shutdowns.
  2. Due to the complex nature of major capital projects, space needs may require and follow an alternative decision making process.  Major capital projects (value greater than $150,000) space needs will be a higher priority over day to day campus space assignment requests.  As with emergency space assignments, a "Megamation" work request is required to be submitted for tracking purposes and to allow spaces for temporary swing space to be "blocked-out and reserved" through Institutional Research and Planning as needed to allow major project work to move forward. The capital projects space request will be reviewed by the Facilities Council and College Council before sending it to ELT.

Summary

The space assignment process is intended to serve as guidance to allow fair, equitable, considerate, timely, and thorough investigation and implementation or cancellation of space assignment requests.  When enrollment is at record high levels, and/or when major capital projects are underway, it is extremely difficult to address all space assignment needs.  Working through issues in a collaborative way and finding peaceful palatable compromises, while also maximizing the utilization of college space in alignment with the mission of the college are desired outcomes of this process.

Also, please see Space Assignment Request Flowchart and Space Assignment Guidelines.

Date Adopted: 
Monday, December 1, 2003
Date Last Reviewed: 
Tuesday, July 1, 2014