Submit a request to add, modify or remove space assignment via the Space Change Request Form. Note: only requests that have a VCST member approval will be considered to ensure strategic alignment. 

Specify requested changes (e.g. changing the assignment of rooms between organisational units, changing workspace capacity, modifying functional use) and reasons for them. 

If a new space (i.e. space that did not previously exist in the asset portfolio), provide approved business case and other formal documentation (e.g. lease/license agreements) to Approval Authority. 

Review the request against strategic priorities, Campus Vision objectives, TEFMA benchmarks, design standards, utilisation data, and space management principles. 

Consult with the requester and affected Organisational unit manager(s) as required) to clarify operational needs. 

Conduct change impact assessment through the lenses of people, process and technology impact.  

Conduct gender impact assessment. 

Formulate a space change proposal, which summarises the above steps and provides a recommendation and cost estimate to implement, as well as endorsement by the requesting VCST member or delegate. 

Coordinator, Space Management 

Manager, Planning and Design 

Document Owner 

Approval Authority 

Minor operational changes within existing assignment.  

Changes affecting assignments, allocations, utilisation capacity, or requiring minor expenditure. 

Significant reallocations or assignments, strategic changes, or refurbishment works. 

Campus-wide, high-value, or strategically significant allocations or assignments.  

Update the University's Space Register, occupancy database and associated records to reflect approved changes. 

Communicate the decision to the requestor and any other relevant parties related to day-to-day operations e.g. Scheduling Services for teaching spaces, Property and Infrastructure for operations and maintenance. 

Manage the day-to-day use of the assigned space in accordance with the approved space allocation, University policies and supporting standards. 

Ensure all staff comply with space allocation conditions, utilisation expectations, and relevant codes of practice. 

If change to space assignments are required, repeat this Action from Activity A. 

Collect utilisation data through swipe-card access, sensor data, timetabling reports, IT hardware access logs, and manual audits (in line with data privacy requirements under the Operations Governance Policy). 

Annual audit – compare results against TEFMA benchmarks to determine under-utilisation or excess allocation. 

Identify spaces for potential repurposing, reallocation or reassignment where utilisation does not meet targets. 

Once endorsed by Manager, Planning and Design, submit Space Change Request Form as per “Assigning university space” action for prioritisation against other requests. 

Notify Coordinator, Space Management when space is no longer required. 

Alternatively, if a space is suspected to be vacant, Coordinator, Space Management is to confirm with the relevant Organisational Unit Manager. 

Check for people, process and system impacts of vacating the space and confirm no negative impact to University operations. 

Determine furniture, equipment, compliance and maintenance requirements. 

Organisational Unit Manager to ensure records, equipment and materials are removed or transferred appropriately. 

If assistance is required, raise the appropriate work orders to complete removal or transfer activities. 

Property and Infrastructure to coordinate the property-related decommissioning of the floor or building.  

For larger building/floor closures or consolidations, this may be managed through a separate transition or decommissioning plan under the Project Delivery Framework. 

Update the University Space Register and occupancy records. 

Assess the space for alternative University uses. 

Recommend reallocation and reassignment where appropriate, in line with the “assigning university space” action.