Space Principles
1. Responsibility: The Campus Development Committee (Committee) has delegated authority to allocate space for all university uses within state-owned buildings and on state-owned land allocated to the university, regardless of location. The Committee assigns and reassigns space to meet the institution’s overall priorities and strategic needs based on the highest and best use for the University, with one exception: The Chancellor approves all space assignments in Holladay Hall.
2. Campus Planning Subcommittee (CPS): The CPS has delegated authority to make space decisions up to $4M in value and set the Committee’s Consent Agenda.
3. Transparency: Activities of the Committee will be transparent. Meeting agendas, meeting minutes and the status of all requests will be available for review.
4. Local Space Committees: Each College and Division will establish a Local Space Committee to consider and prioritize local needs within their allocation of university-controlled space. This local space committee may also make space requests to the Committee.
5. Making a Space Request: All requests for new space, reallocation of space, or change in use of space will be made by completion of a Space Request form and submission to the CPS. Persons making requests may attend a CPS or Committee meeting.
6. Strategic Plan: Each unit’s Strategic Plan should identify space needs that enhance campus stewardship by ensuring the highest and best use of land, resources, and facilities.
7. Capital Improvements: Capital improvement proposals, which are strategic (of high impact) or $4M and above, that create new space or change the use of existing space will require the involvement of the Committee during visioning and programming for consideration by the Executive Officers. [Add link]
8. Backfill Plans: Units that receive new or different space shall vacate existing space. Units may submit a backfill plan as part of the Space Request process. The CPS or Committee will reassign the vacated space for the highest and best use for the University.
9. Sponsored Programs: All proposals for external funding must resolve space needs prior to the implementation of an award. Decisions about space for sponsored programs will consider three factors: identifying the best space that helps the University meet its obligations to perform under the research contract; the availability of a budget sufficient to pay for the space; and the procurement strategy that provides the greatest financial return.
10. Assessing Space Requests: The process for reviewing space requests at the local and university levels will be guided by:
10.1 Space should support the overall educational mission of the University and unit.
10.2 The Physical Master Plan: Framing the Future | 2023 space standards will be used as the benchmark for assessing the type and quantity of all space allocated.
11. Preferred Space Priorities: the following priority order will guide space decisions:
11.1 University Strategic Plan initiatives
11.2 Availability of safe and accessible teaching space to meet course offerings and curricular needs: priority is given to “110” classrooms, which are assigned to, and under the scheduling control of, Registration and Records, who determines room use prioritization.
11.3 Requests that demonstrate interdisciplinarity and commitment to sharing of resources, equipment, and/or physical infrastructure
11.4 Co-location of programmatically related activities
11.5 Units and programs that demonstrate higher research and scholarship productivity.
11.6 Each full-time employee is to be limited to one office/workstation and utilize touch-down space elsewhere on campus.
11.7 Hybrid work arrangements: employees working fewer than three days a week on campus to utilize strategies such as workspace hoteling.
11.8 Emeriti faculty may share office space, based on availability, in accordance with POL 05.20.02 section 2.3.
11.9 Graduate students with funded assistantships shall be provided shared office facilities based on availability and, where appropriate, utilize strategies such as workspace ‘hoteling’.
11.10 Long-term storage (items not requiring regular access) shall be stored at the Central Receiving Warehouse or at an off-campus location. Files and/or records shall be digitized for those types of information not prohibited by regulation or law.
12. Leasing / Use Agreements in Appropriated Space1: The use of appropriated space by a non-university entity must be approved by the Committee. The following criteria will be used to guide space decisions:
12.1 There is a specific programmatic requirement and unique partnership that make the location of this non-university entity in an appropriated space critical to an academic, research, or service component of the university’s mission.
12.2 The amount and use of appropriated space leased is minimized.
12.3 The location of this non-university entity in an appropriated space is intended to be an interim solution and not a long-term solution; careful consideration will be given to the duration of the agreement.
12.4 At least fair market value will be achieved as part of the agreement.
Footnotes:
- Appropriated Space is defined as space funded by the State of North Carolina’s Base Budget to build, maintain, and operate the space. G.S. 143C-1-1(d)(1c)
Created 8/14/23
Revison 1: 9/18/23