Space Management

Space Management Policy

Policy Code: PF1640


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 policy and its associated procedure and guidelines endeavour to maximise efficiencies of use through effective facilities management strategies and sustainable planning for all its current and future operations.


This policy 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 policy does not apply to properties managed or utilised by partner provider organisations.

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
  • WorkSafe Victoria – Compliance code: Workplace amenities and work environment



Term Definition
Academic freedom
  • The freedom of academic staff to teach, discuss, exhibit artistic works or public performances, research, as well as disseminate and publish the results of their research
  • The freedom of academic staff and students to engage in intellectual inquiry, to express their opinions and beliefs, and to contribute to public debate, in relation to their subjects of study and research
  • The freedom of academic staff and students to express their opinions in relation to the higher education provider in which they work or are enrolled
  • The freedom of academic staff, without constraint imposed by reason of their employment by the university, to make lawful public comment on any issues in their personal capacities
  • The freedom of academic staff to participate in professional or representative academic bodies.
  • The freedom of students to participate in student societies and associations.
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
Freedom of speech The freedom of staff, students, and invited visitors to the University to express lawful opinions publicly, without undue restriction.
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

Policy Statement


This policy 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 and personal hygiene 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 and strategies
  • 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 Speech Policy 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 the Space Management Procedure and Guidelines
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 Branding Policy and Procedure
  • 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 approved branding image

Supporting Documents



  • 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, Property and Infrastructure responsible for maintaining the content of this policy 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 as directed by the Director, Facilities Services
  • The Space Management Committee is responsible to provide advice to Senior Management on relevant space-related matters


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

  1. an 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 Policy;
  2. distribution of e-mails to Dean of School / Head of Department / University staff; and/or
  3. documentation distribution, eg. posters, brochures
  4. notification to Schools


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

1.     an 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 Policy;

2.     Staff induction sessions

3.     Training sessions