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KU Edwards Space Planning and Allocation

Policy
Procedure
Guideline
Purpose: 

To set forth space management responsibilities, describe factors to be considered in analysis of new space requests, and specify certain space inventory reporting requirements.

Applies to: 

KU Edwards Campus faculty, staff, instructional staff, and students

Campus: 
Edwards
Policy Statement: 

In order for KU Edwards Campus to achieve its mission, it is essential to maximize the use of all available assets.  Optimizing the allocation of building space ensures that, as an institution, KU Edwards Campus will use its physical resources effectively and efficiently.  This Academic and Administrative Space Planning document sets forth space management responsibilities, describes factors to be considered in analysis of new space requests and specifies certain space inventory reporting requirements.  Space Allocation Guidelines also are included in this document.

The Space Allocation Guidelines are intended to assist in the management of space in an efficient and effective manner.  In addition, the Space Allocation Guidelines provide information about space standards and space planning.  These guidelines are intended to be fair, consistent, sufficiently flexible and transparent to enable the securing of space for all campus units.  The intent is to adopt and leverage a broad view of space considering the use and allocation across all units and recommending the optimal course of action for KU Edwards Campus.

The Vice Chancellor of Edwards Campus has overall responsibility for the equitable and optimal use of space resources with final authority over all Edwards Campus space assignments and designations.  The Vice Chancellor has appointed the Edwards Campus Project Director to coordinate all space requests and provide these requests to the Space Advisory Committee made up of the Associate Vice Chancellor of Edwards Campus; the Assistant Vice Chancellor of Professional & Continuing Education; the Director of Admin & Fiscal Services, the Director of the Academic Support Center; and the Director of Student Services. The Associate Vice Chancellor will make recommendations to the Vice Chancellor concerning the allocation of classroom and laboratory space.

Space is allocated on the basis of academic and institutional priorities and programmatic need (see Appendix I for procedures).  Academic and administrative space may be reallocated if/when needs or priorities change. The top priority for on-campus space will be given to the following groups:

  1. faculty and  instructional personnel for credit and professional and continuing education program as documented by the annual space program statement
  2. staff who support campus services and engage in administrative operations as documented by the annual space program statement
  3. faculty and staff engaged in research projects sponsored by the Edwards Campus
  4. storage space will be provided for units as needed by their program and given availability of storage space

In addition, temporary (two hours at a time) office “hoteling” space may be provided to faculty and instructional staff as a first come, first serve space available basis.  Guidelines and procedures for requesting Hoteling Space can be found in Appendix II.

The Space Advisory Committee will also establish and publish approved furniture vendors, paint color options as well as consistent options that coincide with the policies outlined for the Lawrence campus.

Space will be allocated using the following criteria:

  •  Program (academic, student, and administrative) need
  • Job responsibilities
    • Responsibilities will provide criteria to determine the need for private office space.  These criteria will include:
      • Use of confidential materials (personally identifiable information as defined by federal law)
      • Need for confidential in-person or electronic communication meetings
      • Communication needs of the position, particularly time spent on the phone
      • Need for concentrated quiet time for detailed or intellectual work   
  • Extent of presence on the campus
  • Instructional needs of credit and professional and continuing education programs

Appendix I

Space Allocation Procedures

The following procedures have been developed to assure that faculty and staff know where and how to make request for space and what the decision process entails. 

  1. Requests for new or changes for space
    1. Requests for new or changed space must be submitted in written form to the Edwards Campus Project Director.   Every attempt should be made to submit requests at least three months prior to space being required.
    2. Each space request should be submitted in the context of the unit’s annual space program statement and include information about the allocation of space currently assigned to the unit.  The Project Director may be contacted to assist with space planning, including furniture planning, storage needs, and instructional space needs.
    3. The Project Director will share all requests with the Space Advisory Committee (Vice Chancellor, Associate Vice Chancellor, Assistant Vice Chancellor of Professional & Continuing Education, Director of Administrative & Fiscal Services, Director of the Academic Support Center and Director of Student Services) who will review for space determination after considering all options, alternatives, etc.  
    4. Determination of space allocation will be shared with the requestor.

Appendix II

Hoteling Space Process and Procedure

  1. Faculty member will call, email or stop by Regents Center front desk to request a space to meet with students.
  2. Front desk staff either have instructor complete faculty hoteling request or staff completes the request via phone.
  3. A faculty member is scheduled a space from the following criteria provided on the information card completed by the instructor:
    1. An office to meet privately with students with the need of a computer
    2. An office to meet privately with students without a computer
    3. A cubicle if the need is space to prep for class
  4. Office hoteling is located in Regents Center 131
  5. Cubicle space is located in BEST 350 by Engineering Management
  6. Instructors are allowed up to 2 hours of office/cubicle time per class, per week.
  7. Every attempt is made to schedule the instructor hoteling space that is geographically close to the instructor's class.
  8. All hoteling is on a first come/first serve basis.
  9. There are a few instructors who request just on occasion, but most request for the semester. They communicate this office information to their students in their syllabi so students are aware of their “office hours.”
  10.  At this time, Social Welfare, EMGT, PUAD, EECS and CE have their own hoteling offices for their instructors - they don’t use the RC front desk for assignment.

Appendix III

Classroom Assignment Process and Procedure

Classrooms are typically assigned through the enrollment process. When exceptions are needed, departments submit an email request for classroom space based on time, day and technology requirements to the KU Edwards Campus Administrative and Conference Events Manager. Classroom assignment is determined by the use of technology, type of room needed and building guidelines.  KU Registrar’s Office will update the class schedule based on the new classroom assignment information provided by the KU Edwards Campus Administrative and Conference Events Manager.

Listed below are building priorities by department or school. Academic space may be reallocated if/when needs or priorities change.

Building Priority:

Schools/ Departments offering courses at KU Edwards Campus:

  • School of Education
    • SPED, C&T, PRE, HSES and ELPS: priority Regnier Hall
  • School of Business
    • BBA. MAC, MGMT and FIN: priority Regnier Hall
  • School of Social Welfare
    • MSW, BSW courses: priority Regnier Hall
  • College of Liberal Arts and Sciences
    • BS, BA, MA, P.S.M, Certificates: priority Regents Center
  • School of Public Administration
    • BS, MPA, Certificates: priority Regnier Hall
  • School of Engineering
    • EMGT, PMGT: priority BEST
    • EECS: priority Regnier Hall
    • BSIT: priority BEST
  • School of Architecture, Design & Planning
    • Design Management, Interaction Design: priority BEST
  • School of Journalism
    • Integrated Marketing Communications: priority Regnier Hall
  • Department of Biostatistics
    • Applied Statistics & Analytics: priority BEST
Contact: 

Ann Ermey
Edwards Campus Project Director 

Approved by: 
David Cook, Vice Chancellor of KU Edwards Campus
Approved on: 
Friday, March 27, 2015
Effective on: 
Friday, March 27, 2015
Review Cycle: 
Annual (As Needed)
Keywords: 
Instruction, academic, professional and continuing education, administrative, research, storage, hoteling, annual space program statement, Space Advisory Committee
Review, Approval & Change History: 

07/21/2016: Policy formatting cleanup (moved Review, Approval & Change History information into chronological order). Updated URL pathway settings.

5/24/2016: Language changed to gender neutral; Space Advisory Committee membership updated; Use of Regents Center 131 by students removed; phones as a faculty resource in Regents Center 131 removed.

1/7/2016: Appendix III added-Approved by Edwards Campus Policy & Procedures Committee and David Cook, Vice Chancellor of the Edwards Campus.

4/13/2015: Policy added to the KU Policy Library.

3/27/2015: New policy approved by David Cook, Vice Chancellor of the Edwards Campus.

Operational Categories: 
Facilities

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