Space Management - Operations Manual

Policy code: OG2093
Policy owner: Executive Director, Transformation, Assets and Commercial
Approval authority: Chief Operating Officer
Approval date: 04 August 2025
Next review date: 04 August 2026

Purpose
1.Scope
2. Legislative Context
3. Definitions
4. Operational Statement
4.1 Principles
5. Actions
5.1 Allocating space - University staff
5.2 Allocating space - Higher degree by research (HDR) students
5.3 Provision of additional space - student classes (Higher Education)
5.4 Provision of additional space - Meeting rooms and other ancillary space
5.5 Scheduling space - University use
5.6 Scheduling space - External organisations
5.7 Conducting periodical space utilisation audits
5.8 Modifying/Refurbishing existing non-learning space
5.9 Temporary/permanent relocation of staff due to space modifications
5.10 Charging for space
6. Supporting Documents
7. Responsibility
8. Promulgation
9. Implementation
10. Records Management

Purpose

Federation University Australia is committed to the appropriate utilisation, allocation and management of space in support of the teaching and research goals and objectives of the University.

As the University’s physical space is a valuable asset, this Operations Manual endeavours to maximise efficiencies of use through effective facilities management strategies and sustainable planning for all its current and future operations.

This Manual also mandates operational activities and assigns responsibilities to support its implementation. This Manual will ensure that all space resources are managed and used effectively and efficiently to support Federation University Australia’s strategic objectives and to optimise capital and operational investment in its facilities. All space allocation or reallocation is to be in support of the Campus Vision.

1.Scope

This Manual 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 Manual does not apply to properties managed or utilised by partner provider organisations or Technology Park properties.

2. Legislative Context

  • Federation University Australia Act 2010
  • Statutes and Regulations
  • Occupational Health and Safety Act 2004 (Vic)
  • Occupational Health and Safety Regulations 2017 (Vic)
  • Work Health and Safety Act 2011 (Cth)
  • Work Health and Safety Act 2011 No 10 (NSW)
  • Work Health and Safety Act 2011(QLD)
  • Higher Education Standards Framework (Threshold Standards) 2015
  • Tertiary Education Facilities Management AssociationTEFMA Inc. – Space Planning Guidelines
  • Disability Discrimination Act 1992
  • Disability Services Act 2006 (QLD)
  • Anti-Discrimination Act 1977 (NSW)
  • Equal Opportunity Act 1984 (SA)
  • Equal Opportunity Act 2010 (Vic)
  • Gender Equality Act 2020 (Vic)
  • Workers Compensation Act 1987
  • Workplace Injury and Management and Workers Compensation Act 1998

3. 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.
Flexible work An arrangement for staff to carry out part of their duties from an approved home work location for a specified period of time, in line with the Flexible Work Policy.
Gender impact assessment  A procedure which ensures better and fairer access to services and facilities for people of differing genders. It is a legislative requirement for any policy, program or service (including facility) that has a direct and significant impact on the public (including our students). 
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.
Space Teaching, circulation and workspaces 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.
WMMS Works and Maintenance Management System
VCST Vice-Chancellor's Senior Team

4. Operational Statement

4.1 Principles

This Manual provides the following set of guiding principles for the oversight and strategic management of the allocation of space within the University which support core educational and research functions while maximising the return on the University’s investment.

Principle Demonstrated by:
The University acknowledges its obligation to provide safe and healthy working conditions for its staff, students and associated members of its community
  • complying with all relevant legislation and regulations governing the health, safety, welfare, personal hygiene, gender, cultural and accessibility needs of staff, students and other members of the University’s community
  • ensuring all amenities and facilities within the University’s working and learning environments are safe, pose no risk to health and fulfil the expectations of the University’s community
All University space is developed, maintained, managed and controlled centrally by Property and Infrastructure to support the strategic objectives of Federation University Australia
  • aligning the design and use of campus spaces with the University’s charter, values, strategies, and Design Standards
  • utilising space efficiently to minimise the University’s capital outlay, facilities operating costs and carbon footprint
  • optimising the efficient and flexible use of space across the University through planned, consistent, effective and professional space management
  • recognising academic freedoms and freedom of speech in managing the use of its facilities with reference to the Academic Freedom and Freedom of SpeechPolicy 2021
  • conducting, analysing and reporting on periodical space utilisation audits in accordance with the TEFMA Space Planning Guidelines
The University will design, develop, configure and allocate space in line with the University’s commitment to provide innovative and dynamic learning and work environments
  • ensuring that appropriate planning and space management considerations are applied prior to commencing new programs or recruitment of new staff
  • providing space for staff and students of appropriate quality that meets all regulatory compliance, health and safety and other applicable standards
  • ensuring organisational purpose aligns with space allocated and understanding that space allocation may be subject to change to meet changing organisational needs
  • enhancing flexible, high quality learning and teaching, research and engagement
  • supporting efficiency of workplace operations to increase organisational performance
  • ensuring the design of new buildings, refurbishment and furniture allocations are undertaken in accordance with this Manual and the University's Design Standards
The University timetables and room bookings are constructed in accordance with agreed usage standards and scheduling processes
  • assigning, allocating and administering University space to ensure best use and effective resource utilisation
  • utilising all available weekly days and hours to enable optimal use of teaching spaces
  • reviewing space/room frequency reports in line with utilisation targets
  • flexibly accommodating strategic and operational space allocation applications particularly in relation to competing priorities and ad hoc requests
The design and installation of physical space signage will be undertaken in accordance in accordance with the Campus-wide Signage and Wayfinding Guidelines
  • ensuring all proposed internal and external signage follows correct consultation and approval processes
  • reviewing current internal and external signage to ensure it recognises and reflects the University’s Campus-wide Signage and Wayfinding Guidelines

5. Actions

5.1 Allocating space - University staff

To achieve the Campus Vision goals of ‘enriched learning experiences’ and ‘optimised and consolidated’, the University optimises staff space through a blend of bookable and non-bookable workspace types to cater for a number of workplace activities.

  Activity Responsibility Steps
A. Determine requirement for space allocation and availability of appropriate workspace prior to recruiting for new positions Manager in consultation with Planning and Design
  1. Manager to determine whether nature of work for the new position necessitates a space allocation at a specific campus, or whether flexible work arrangements are acceptable
  2. If required, Manager to consult with Coordinator, Space Management 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, flexible working – refer to relevant legislation, building codes of Australia and related Federation University Australia policies and procedures.

C.

 

 Assess Request Planning and Design
  1. The Coordinator, Space Management 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 Coordinator, Space Management will:
    • consult the applicant’s organisational unit about its needs and requirements.
    • assess the available space (including limitations of existing infrastructure) and possible solutions to the applicant’s space requirements.
    • identify and consult with all affected stakeholders.
  3. Consider appropriate capacities in line with the latest TEFMA Space Planning 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 Coordinator, Space Management will refer the application to the applicable Directors for consideration.
  5. The Executive Director, Transformation, Assets and Commercial may refer the matter to the VCST for review & determination (if strategically significant or large scale).
D. Review Request Executive Director, Transformation, Assets and Commercial
  1. Review information and provide determination or provide recommendation to VCST (if Executive Director, Transformation, Assets and Commercial decides referral is warranted)
E. Notify applicant of outcome Coordinator, Space Management
  1. As soon as practicable after determining or being notified of the determination of an application, the Coordinator, Space Management will:
    • inform the applicant.
    • inform all stakeholders consulted during the assessment process; and
    • commence the relevant processes to action change.

5.2 Allocating space - Higher degree by research (HDR) students

To achieve the Campus Vision goal of ‘enriched learning experiences’ 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 Graduate Research School
  1. Co-ordinator, HDR or authorised representative requests additional HDR student space.
B. Allocation of space Coordinator, Space Management
  1. Allocate a shared area as per the latest TEFMA Space Management Guidelines, to be assigned by the Graduate Research School or authorised representative as required
C. Relocating student Graduate Research School
  1. Relocate student if office type accommodation has been allocated which is subsequently required for newacademic or professional staff member.

5.3 Provision of additional space - student classes (Higher Education)

To achieve the Campus Vision goal of ‘enriched learning experiences’,I the University ensures vibrant physical learning spaces, both formal and informal.

  Activity Responsibility Steps
A. Request learning space Pro Vice-Chancellor Learning and Teaching, Executive Deans of Institutes, or Executive Director Chief Executive, 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 Planning and Design
  1. The Coordinator, Space Management is responsible for the initial assessment of applications for the allocation of space and change to the substantive function of space, and determining if a gender impact assessment is required.
  2. After receipt of an application, the Coordinator, Space Management will:
    • consult the applicant’s organisational unit about its needs and requirements,
    • request the completion of a gender impact assessment if required,
    • assess the available space and possible solutions to the applicant’s space requirements.
    • identify and consult with all affected stakeholders, including Scheduling Services.
  3. In the case of an application for change to the substantive function of space, after completion of initial assessment and consultation the Coordinator, Space Management will refer the application to the applicable Directors for consideration.
  4. The Executive Director, Transformation, Assets and Commercial may refer the matter to the VCST for review & determination (if strategically significant or large scale).
C. Review Request Executive Director, Transformation, Assets and Commercial
  1. Review information and provide determination or provide recommendation to VCST (if Executive Director, Transformation, Assets and Commercial decides referral is warranted)
D. Notify applicant of outcome Planning and Design
  1. As soon as practicable after determining or being notified of the determination of an application, the Coordinator, Space Management will:
    • inform the applicant.
    • inform all stakeholders consulted during the assessment process; and commence the relevant processes to action change.
E. Schedule space Scheduling Services
  1. Scheduling Services will add or modify the spaces in the timetabling system as per the Timetabling Procedure.

5.4 Provision of additional space - Meeting rooms and other ancillary space

To achieve the Campus Vision goals of ‘enriched learning experiences’ and ‘optimised and consolidated’, 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 Planning and Design.
  2. Applications for space must address all questions on the Space Request form.
B. Assess request Planning and Design
  1. The Coordinator, Space Management is responsible for the initial assessment of applications for the allocation of space and change to the substantive function of space and determining if a gender impact assessment is required.
  2. After receipt of a correctly completed application, the Coordinator, Space Management will:
    • consult the applicant’s organisational unit about its needs and requirements,
    • request the completion of a gender impact assessment if required,
    • assess the available space and possible solutions to the applicant’s space requirements
    • identify and consult with all affected stakeholders, including Scheduling Services.
  3. In the case of an application for change to the substantive function of space, after completion of initial assessment and consultation the Coordinator, Space Management will refer the application to the applicable Directors for consideration.
  4. The Executive Director, Transformation, Assets and Commercial may refer the matter to the VCST for review & determination (if strategically significant or large scale).
C. Review Request Executive Director, Transformation, Assets and Commercial
  1. Review information and provide determination or provide recommendation to VCST (if Executive Director, Transformation, Assets and Commercial decides referral is warranted)
D. Notify applicant of outcome Planning and Design
  1. As soon as practicable after determining or being notified of the determination of an application, the Coordinator, Space Management 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 Planning and Design
  1. As soon as practicable after determining or being notified of the determination of an application, the Coordinator, Space Management will:
    • inform the applicant.
    • inform all stakeholders consulted during the assessment process; and
    • commence the relevant processes to action change.
F. Schedule space Scheduling Services
  1. Scheduling Services will add or modify the spaces in the timetabling system as per the Timetabling Procedure.

5.5 Scheduling space - University use

To achieve the Campus Vision goal of ‘enriched learning experiences’ 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 Procedure.
B. Space allocated Scheduling Services
  1. Timetabling allocates a space as per the Timetabling Procedure.

5.6 Scheduling space - External organisations

To achieve the Campus Vision goal of ‘industry and community engaged’, the University builds strong community relationships through sharing our facilities.

  Activity Responsibility Steps
A. Request for space External organisation
  1. Contacts Commercial Services to request space for an activity
B. Space allocated Commercial Services
  1. Liaises with the external organisation and books space(s) as per the Timetabling Procedure.

5.7 Conducting periodical space utilisation audits

To achieve the Campus Vision goals of ‘optimised and consolidated’ and ‘support sustainability framework’, 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 Planning and Design
  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 Planning and Design
  1. Allocate/appoint audit staff
  2. Advise appropriate areas of the University of Space Audits being conducted according to communication plan.
  3. Areas to be advised should include schools, security and timetabling.
  4. Brief staff (at least two weeks prior to the audit) advising of room assignments, shifts and duties.
  5. 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 Scheduling Services.
D. Preparation of data analysis report Planning and Design
  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 Planning and Design
  1. Final report and findings should be distributed to the following staff as a minimum:
    • Associate Director, Projects and Asset Services
    • Pro Vice-Chancellor, Learning and Teaching
    • Manager, Strategic Scheduling.

5.8 Modifying/Refurbishing existing non-learning space

In line with the Campus Vision 2023-2030 to create ‘vibrant and viable campuses for students, staff, communities and industry partners’ the University nurtures a positive organisational experience by providing fresh and vibrant working environments.

  Activity Responsibility Steps
A. Prepare a business case University personnel/Project Management Office
  1. The Project Management Officecan 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 Property and Infrastructure for consideration
B. Review business case Project Management Office/Property and Infrastructure
  1. Review the application/ business case in relation to the following factors:
    • Alignment with Campus Vision
    • 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

5.9 Temporary/permanent relocation of staff due to space modifications

In line with the Campus Vision 2023-2030 to create ‘vibrant and viable campuses for students, staff, communities and industry partners 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 Coordinator, Space Management
  1. The Coordinator, Space Management notifies the staff member that they are required to move location
B. Relocate to another office space Staff member
  1. Impacted staff member to raise a PULSE request in advance of move for any assistance or new access required
  2. Staff member to pack computer and office equipment for transfer to new location

5.10 Charging for space

To achieve the Campus Vision goals of ‘industry and community engaged’ and ‘optimised and consolidated’, the University may recover costs from external organisations 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 Commercial Services
  1. Invoice to be raised for space use (venue hire) and any additional charges

6. Supporting Documents

7. Responsibility

  • The Chief Operating Officer, as the Approval Authority, is responsible for monitoring the implementation, outcomes and scheduled review of this Manual.
  • The Executive Director, Transformation, Assets and Commercial, as the Document Owner, is responsible for maintaining the content of this Manual as delegated by the Approval Authority.
  • Associate Director, Projects and Asset Services is responsible for the administration support for the maintenance of this Manual as directed by the Document Owner.
  • The Manager, Planning and Design is responsible for providing advice to Senior Management on space-related matters as requested.

8. Promulgation

The Space Management - Operations Manual will be communicated throughout the University via:

  1. A FedNews announcement and on the ‘Recently Approved Documents’ page on the University’s Policy Central website.
  2. Distribution of e-mails to relevant University Staff and Stakeholder.
  3. Inclusion in the University's online Policy Library.

9. Implementation

The Associate Director – Projects and Asset Services (under the Chief Operating Officer) is responsible for the development, compliance, monitoring review and operational implementation of this Manual.

Regular audits will be undertaken by Property and Infrastructure to monitor compliance with the Manual with the strategic direction of the University, regulatory obligations and plans.

10. Records Management

Document Title Location Responsible Officer Minimum Retention Period
Occupancy Database SharePoint Coordinator, Space Management

Originals should be retained by the Coordinator, Space Management

Copies can be disposed of once the administrative use has concluded.
Gender impact assessments SharePoint People and Culture Ongoing
PrevPrev  UpUp  NextNext
Student Fees and Charges Procedure 
 Asset Management - Operations Manual


Policy Glossary

Approval Authority: Chief Operating Officer Original Issue 13/09/2023
Policy Sponsor: Executive Director, Transformation, Assets and Commercial Current Version: 04/08/2025
CRICOS Provider Number 00103D Review Date: 04/08/2026
TEQSA Provider ID: PRV12151 Provider Category: Australian University
RTO Code 4909 Policy Code OG2093