Space Management

Space Management Procedure

Policy Code: PF1705

Purpose

This procedure mandates operational activities and assigns responsibilities to support the implementation of the Space Management Policy. This procedure will ensure that all space resources are managed and utilised effectively and efficiently to support Federation University Australia’s strategic objectives and to optimize capital and operational investment in its facilities. All space allocation or reallocation is to be in support of the University and individual Campus Master Plans.

Scope

This procedure applies to all physical spaces owned or operated by the University and utilised by members of the University’s community whether for learning and teaching, research, administration or other operational purposes. This procedure does not apply to properties managed or utilised by partner provider organisations or Technology Park properties.

Legislative Context

  • Federation University Australia Act 2010
  • Statutes and Regulations
  • Occupational Health and Safety Act 2004
  • Occupational Health and Safety Regulations 2007
  • Higher Education Standards Framework (Threshold Standards) 2015
  • Tertiary Education Facilities Management Association (TEFMA) Inc. – Space Planning Guidelines
  • Disability Discrimination Act 1992
  • Workers Compensation Act 1987
  • Workplace Injury and Management and Workers Compensation Act 1998

Definitions

Term Definition
Allocation Includes the initial allocation of new space, reallocation of existing space, allocation of additional space or conversion of allocated space from one use to another
Authorised Security Officer University approved security personnel
Non-teaching space Area or space not scheduled for timetabled classes which may be used for meetings, events, training or other activities
Room bookings

Higher Education and TAFE timetables

Ad hoc bookings – any bookings that are not included in the timetable e.g. training, meetings, events

Security Management Staff employed by the University to manage security operations and security personnel
Space Teaching, circulation and work spaces which may be teaching or non-teaching space including office space, flexible open space and activity-based space
Space management

Refers to both strategic and operational management of physical space:

Strategic – all activity up to and including the acquisition and commissioning of University space;

Operational – all activity associated with the allocation and utilisation of University space including booking, timetabling and maintenance

Teaching space Area or space used for learning, teaching, research and other related activities
TEFMA Tertiary Education Facilities Management Association – representing facilities management in the Australasian tertiary education sector
Timetables Scheduling of learning, teaching and research activities including assessments and examinations
University premises All land and buildings owned, leased or occupied by the University
Usable Floor Area (UFA) The floor area within all habitable areas but excluding common use areas such as shared corridors, lifts, stairs and service ducts
BEIMS Works and Maintenance Management System

Actions

1. Allocating space - University staff

In 'Building an Efficient Organisation' (Strategic Goal 5) the University optimises staff space through a blend of open plan staff work areas and bookable group and conferencing spaces.

  ACTIVITY RESPONSIBILITY STEPS
A. Determine availability of appropriate workspace prior to recruiting for new positions Manager in consultation with Facilities Services 1.     Manager to consult with Facilities Services to ensure that there is sufficient and suitable space prior to advertising new positions.
B. Determine specific requirements Manager in consultation with staff member 1.     Where possible, check for specific needs of the staff member e.g. accessibility – refer to relevant legislation, building codes of Australia and related Federation University Australia policies and procedures.
C. Assess Request  Facilities Services

1.     The Facilities Manager, Space Management & Quality is responsible for the initial assessment of applications for the allocation of space and change to the substantive function of space.

2.     After receipt of a correctly completed application, the Facilities Manager, Space Management & Quality will:

  • consult the applicant’s organisational unit about its needs and requirements;
  • assess the available space and possible solutions to the applicant’s space requirements;
  • identify and consult with all affected stakeholders.

3.      Consider  appropriate size range for single occupancy offices and other spaces – refer to Space Management Guidelines (subject to overall availability of space and other strategic and/or operational requirements and limitations)

4.     In the case of an application for change to the substantive function of space, after completion of initial assessment and consultation the Facilities Manager, Space Management & Quality will refer the application to the applicable Directors for consideration.

5.     The Director, Facilities Services may refer the matter to the Space Management Committee for review & determination (if strategically significant or large scale).

E. Review Request Space Management Committee 1.     Review information and provide determination or provide recommendation to Senior Management Team (if space management committee decide referral is warranted)
F. Notify applicant of outcome Facilities Services

1.     As soon as practicable after determining or being notified of the determination of an application, the Facilities Manager, Space Management & Quality will:

  • inform the applicant;
  • inform all stakeholders consulted during the assessment process; and
  • commence the relevant processes to action change.

2. Allocating space - Higher degree by research (HDR) students

In 'Making A Positive Impact' (Strategic Goal 3) the University supports strategically focussed research themes and priority areas that link with our educational offerings through quality research facilities.

  ACTIVITY RESPONSIBILITY STEPS
A. Request office space Research
  1. Co-ordinator, HDR or authorised representative requests additional HDR student space via BEIMS.
B. Allocation of space Facilities Services
  1. Allocate a shared area as per the Space Management Guidelines, to be assigned by the DVC Research or authorised representative as required
  2. Provide 24 hour access to open space, if required.
C. Relocating student Research and Facilities Services
  1. Relocate student if staff office-type accommodation has been allocated which is subsequently required for new academic or professional staff member.

3. Provision of additional space - student classes (Higher Education)

In 'Offering a High Quality Student Experience' (Strategic Goal 2) the University ensures vibrant physical learning spaces, both formal and informal.

  ACTIVITY RESPONSIBILITY STEPS
A. Request learning space Dean of School or Executive Director, TAFE
  1. Applicant requests learning space for new, expanded or changed delivery of programs in a timely manner
  2. Applications for learning space must address all questions on the Space Request form.
B. Assess request Facilities Services
  1. The Facilities Manager, Space Management & Quality is responsible for the initial assessment of applications for the allocation of space and change to the substantive function of space.
  2. After receipt of an application, the Facilities Manager, Space Management & Quality will:
    - consult the applicant’s organisational unit about its needs and requirements;
    - assess the available space and possible solutions to the applicant’s space requirements;
    - identify and consult with all affected stakeholders, including Timetabling.
  3. In the case of an application for change to the substantive function of space, after completion of initial assessment and consultation the Facilities Manager, Space Management & Quality will refer the application to the applicable Directors for consideration.
  4. The Director, Facilities Services may refer the matter to the Space Management Committee for review & determination (if strategically significant or large scale).
E. Review Request Space Management Committee
  1. Review information and provide determination or provide recommendation to Senior Management Team (if space management committee decide referral is warranted)
F. Notify applicant of outcome Facilities Services
  1. As soon as practicable after determining or being notified of the determination of an application, the Facilities Manager, Space Management & Quality will:
  • inform the applicant;
  • inform all stakeholders consulted during the assessment process; and
  • commence the relevant processes to action change.
G. Schedule space Timetabling Team Leader
  1. Timetabling will add or modify the spaces in the timetabling system as per the Timetabling Policy and Procedure.

4. Provision of additional space – Meeting rooms and other ancillary space

In 'Becoming a University Workplace of Choice' (Strategic Goal 4) the University nurtures excellent communication and a positive organisational culture by providing both formal and informal meeting spaces of high standard.

  ACTIVITY RESPONSIBILITY STEPS
A. Request for space Applicant
  1. Applicant makes request for additional meeting or ancillary space to Facilities Services
  2. Applications for space must address all questions on the Space Request form.
B. Assess request Facilities Services
  1. The Facilities Manager, Space Management & Quality is responsible for the initial assessment of applications for the allocation of space and change to the substantive function of space.
  2. After receipt of a correctly completed application, the Facilities Manager, Space Management & Quality will:
    - consult the applicant’s organisational unit about its needs and requirements;
    - assess the available space and possible solutions to the applicant’s space requirements
    - identify and consult with all affected stakeholders, including Timetabling.
  3. In the case of an application for change to the substantive function of space, after completion of initial assessment and consultation the Facilities Manager, Space Management & Quality will refer the application to the applicable Directors for consideration.
  4. The Director, Facilities Services may refer the matter to the Space Management Committee for review & determination (if strategically significant or large scale).
C. Review Request Space Management Committee
  1. Review information and provide determination or provide recommendation to Senior Management Team (if space management committee decide referral is warranted)
D. Notify applicant of outcome Facilities Services
  1. As soon as practicable after determining or being notified of the determination of an application, the Facilities Manager, Space Management & Quality will:
  • inform the applicant;
  • inform all stakeholders consulted during the assessment process; and
  • commence the relevant processes to action change.
E. Notify applicant of outcome Facilities Services
  1. As soon as practicable after determining or being notified of the determination of an application, the Facilities Manager, Space Management & Quality will:
  • inform the applicant;
  • inform all stakeholders consulted during the assessment process; and
  • commence the relevant processes to action change.
F. Schedule space Timetabling Team Leader
  1. Timetabling will add or modify the spaces in the timetabling system as per the Timetabling Policy and Procedure.

5. Scheduling space – University use

In 'Building an Efficient Organisation' (Strategic Goal 5) the University fosters evidence-based decision making to create an efficient and effective timetable to support quality student delivery.

  ACTIVITY RESPONSIBILITY STEPS
A. Request space for a class or meeting etc. Applicant
  1. Book space as per the Timetabling Policy and Procedure.
B. Space allocated Timetabling
  1. Timetabling allocates a space as per the Timetabling Policy and Procedure.

6. Scheduling space – External organisations

In 'Making a Positive Impact' (Strategic Goal 3) the University builds strong community relationships through sharing our facilities.

  ACTIVITY RESPONSIBILITY STEPS
A. Request for space External organisation
  1. Contacts Campus Life to request space for an activity
B. Space allocated Campus Life
  1. Liaises with the external organisation and books space(s) as per the Timetabling Policy and Procedure.

7. Conducting periodical space utilisation audits

In 'Building an Efficient Organisation' (Strategic Goal 5) the University promotes an efficient and sustainable learning environment through informed decision making and analytics based on utilisation.

  ACTIVITY RESPONSIBILITY STEPS
A. Define audit scope Facilities Services
  1. Refer to the current edition of the TEFMA Space Planning Guidelines.
  2. Prepare audit scope document that includes a list of rooms to be audited (including location types and capacities details), budget and staffing requirements.
  3. Confirm audit dates and periods.
  4. Determine utilisation targets.
  5. Prepare a communication plan.
B. Audit Preparation Facilities Services
  1. Allocate/appoint audit staff
  2. Advise appropriate areas of the University of Space Audits being conducted according to communication plan.
    Areas to be advised should include: schools, security and timetabling.
  3. Brief staff (at least two weeks prior to the audit) advising of room assignments, shifts and duties.
  4. Teaching space inductions conducted (where required) for audit staff that are required to enter specialist teaching spaces.
C. Conduct audit Audit staff
  1. Carry out space occupancy audit on allocated space on a shift basis for the audit period to assist with the management of those spaces.
  2. Minimise disruption to class as much as possible while moving through the room as required to ensure accurate count.
    - Count to take place from within 10 and 45 mins of class starting time (to cater for late starts and early finishes)
    - Record student numbers in attendance each hour on supplied audit record.
  3. Collection of feedback from staff and students is not required. Any issues are to be directed to the Scheduling Analyst.
D. Preparation of data analysis report Facilities Services
  1. Prepare spreadsheet to record data and collect results.
  2. Carry out data analysis in the following categories as a minimum based on the period where the audit was conducted:
    - Total number of rooms audited;
    - Total number of timetabled/casual room bookings;
    - Percentage of timetabled/casual room bookings with no attendance;
    - Space utilisation by room;
    - Space utilisation by space type (audited); and
    - Space utilisation by space type and day
  3. The sections of the report above should be divided into timetabled use and non-timetabled use (e.g. casual bookings) and reported in two time periods: day sessions (8.30am – 6.30pm) and evening sessions (6.30pm – 9.30pm).
E. Distribution of final report Facilities Services
  1. Final report and findings should be distributed to the following staff as a minimum:
  • Deputy Vice Chancellor (Student Support and Services);
  • Deputy Vice Chancellor (Academic);
  • Director, Facilities Services; and
  • Manager, Strategic Scheduling.

8. Modifying/Refurbishing existing non learning space

In 'Becoming a University Workplace of Choice' (Strategic Goal 4) the University nurtures a positive organisational experience by providing fresh and vibrant working environments.

  ACTIVITY RESPONSIBILITY STEPS
A. Prepare a business case University personnel/Facilities Services
  1. Facilities Services can assist University personnel, if required, in the preparation of a business case addressing how this will meet the University’s Strategic Plan Goals.
  2. Obtain Manager’s signature
  3. Submit approved business case to Facilities Services for consideration
B. Review business case Facilities Services
  1. Review the application/business case in relation to the following factors:
    - Strategic Plan goals achieved;
    - asset condition and functionality;
    - energy efficiency / sustainability
    - statutory codes, regulations and guidelines
    - budget; and
    - timeframe

2.     Business case is added to prioritisation list if required

9. Modifying/refurbishing existing space

In 'Becoming a University Workplace of Choice' (Strategic Goal 4) the University recognises the need to improve and modify facilities for staff that may require that staff move either temporarily or permanently to accommodate changes.

  ACTIVITY RESPONSIBILITY STEPS
A. Notification of office move Facilities Services/Manager
  1. Facilities Services notifies the staff member that they are required to move location
B. Relocate to another office space Staff member
  1. Complete BEIMS request in advance of move
  2. Pack computer and office equipment for transfer to new location

10. Charging for space

In 'Building an Efficient Organisation' (Strategic Goal 5) the University may recover costs from external organisations in an effort to invest in future growth and development.

  ACTIVITY RESPONSIBILITY STEPS
A. Invoice for space use Financial Services
  1. Space charges only apply to external users and are covered under individual lease/license or user agreements.
B. External group ad hoc bookings Campus Life
  1. Invoice to be raised for space use (venue hire) and any additional charges

11. Asset management

In 'Building an Efficient Organisation' (Strategic Goal 5) the University requires all staff to take responsibility for the care and protection of assets by maintaining vigilance and caution.

  ACTIVITY RESPONSIBILITY STEPS
A. Safeguard assets All Staff
  1. All staff are responsible for the security, care and protection of University assets.
  2. Every person who utilises the property of the University should do so with utmost care and consideration and in a manner which ensures the property will be subjected to the minimum wear and tear and safeguarded against theft and damage.
  3. University assets may only be removed from University premises with appropriate approval.
  4. Steps must be taken to limit the risk of loss or theft including keeping offices locked when unattended.
B. Report damage/loss All Staff
  1. Theft, loss or malicious damage of University assets should be immediately reported to the Police.
  2. The matter should also be reported to the Dean or Director of the School/Section along with the Associate Director Financial Accounting & Systems and Insurance Officer. 
  3. The matter should also be reported to Campus Security

Supporting Documents

Strategic Plan 2018 - 2022

Space Management Policy

Space Management Guidelines

Officewise Guide to Health and Safety in the Office 2006

Workplace Amenities and Work Environment Compliance Code 2008-09

Campus-wide Way-Finding Guidelines

University timetable (my Student Centre/Syllabus Plus)

Web Room Booking System

Forms

Responsibility

  • Deputy Vice-Chancellor, Student Support and Services is responsible for monitoring the implementation, outcomes and scheduled review of this policy and its accompanying procedure/s
  • Director, Facilities Services responsible for maintaining the content of this policy and its accompanying procedure/s as delegated by the Deputy Vice-Chancellor, Student Support and Services
  • Manager Facilities, Space Management and Quality is responsible for the administration support for the maintenance of this policy and its accompanying procedure/s as directed by the Director, Facilities Services
  • The Space Management Committee is responsible for providing advice to Senior Management on space-related matters as requested.

Promulgation

The Space Management Procedure will be communicated throughout the University community in the form of:

  1. Announcement Notice via FedNews and on the FedUni Policy Central’s Policy Library ‘Recently Approved Documents’ page to alert the University-wide community of the approved Procedure;
  2. Distribution of e-mails to Head of School / Head of Department / University staff; and/or
  3. Documentation distribution, e.g. posters, brochures
  4. Notification to Schools.

Implementation

The Space Management Procedure will be implemented throughout the University via:

  1. Announcement Notice via FedNews and on the FedUni Policy Central’s Policy Library ‘Recently Approved Documents’ page to alert the University-wide community of the approved Procedure;
  2. Staff induction sessions
  3. Training sessions

 

Forms/Record Keeping

Document Title Location Responsible Officer Minimum Retention Period
Space Request Sharepoint Facilities Services

Originals should be retained by the creator

Copies can be disposed of once the administrative use has

Concluded.

Audit File Spreadsheet/Report Sharepoint Space Planning Analyst

Originals should be retained by the creator

Copies can be disposed of once the administrative use has concluded.