Integrated Space Management

I. Policy Statement and Purpose

Physical Space is a primary University resource and will be allocated based on institutional needs and priorities in an integrated and strategic manner to advance the University’s mission and goals.  The purpose of this Policy and its Supplemental Procedures is to ensure University Space is effectively and efficiently utilized in alignment with institutional priorities. 

To promote the effective and efficient utilization of University Space, divisions of the University are allocated Space as required to meet programmatic needs. The University audits Space Allocations, assesses Space utilization, and alters, renovates, constructs, acquires, and reallocates Space as necessary to support the University’s strategic priorities and associated plans.

II. Applicability

This Policy applies to all Space owned, leased, or managed by the University, regardless of the funding source. 

III. Roles and Responsibilities

The Chancellor has the authority to allocate Space and has delegated the responsibility to administer this Policy to the Facilities Management (FM) department through the Vice Chancellor for Business Affairs.

The Director of University Space Management is responsible for managing Space in accordance with the procedures supplemental to this Policy. Expanded descriptions of the roles and responsibilities of FM Planning Design and Construction (PDC), the Associate Vice Chancellor for Facilities Management, and the Vice Chancellor for Business Affairs are also included in the Supplemental Procedures.

The Director of University Space Management has authority to approve all Space Requests involving less than 1,000 assignable square feet (asf) (approximately 7-10 offices or a 40-seat meeting space) where all affected departments are in agreement with the proposed solution.

The Associate Vice Chancellor for Facilities Management (AVC-FM), in consultation with the Chancellor when appropriate, has authority to approve all Space Requests involving 1,000 asf or more or for those less than 1,000 asf, where all affected departments are not in agreement. Any Space Request may be brought to the AVC-FM at the discretion of the Director of University Space Management.

Regardless of size, the Director of Space Management and AVC-FM will inform and consult with:

1. Division of Research on any research lab space requests located on the Millennial Campus as established by the UNC Board of Governors pursuant to NCGS 116.198.34(8b) and primarily administered by the Division of Research under University Policy 601.21, Acquisition and Disposition of Real Property by Lease.
2. Director of Research and Academic Space regarding all Academic Affairs space.

The University may make exceptions to this Policy by approval of the Vice Chancellor for Business Affairs, or designee, but only where doing so significantly furthers the University’s mission.

IV. Procedures

Procedures for Acquisition, Allocation, Assignment, Alteration, Renovation and construction of University Space pursuant to this Policy are included in the Supplemental Procedures. The Director of University Space Management is responsible for reviewing and updating the Supplemental Procedures to ensure they are current and accurate.

V. Definitions

1. “Acquisition” is defined as any addition of Space that is owned, leased, or managed by the University.\

1. Allocation” is defined as designating Space to a particular department or division.
2. “Alteration” is defined as any modification of a Space that involves a change in its configuration such as the erection, relocation, or removal of walls, partitions, doors, or windows.
3. “Assignment” is defined as a department or division’s specific designated use of their Allocated Space.
4. “Renovation” is defined as any work that is required to repair, upgrade, or otherwise improve the condition of Space. 
5. “Space” is defined as all physical space contained within the facilities owned, leased, or managed by the University.
6. “Space Request” is the process required to communicate Space needs to University Space Management.
7. “Use” is defined as the purpose and functions for which the Space is employed.  

VI. Principles of Integrated Space Management

1. Planning and Prioritization

1. Guiding Documents for the planning and prioritization of Space Allocation include the University Strategic Plan, Campus Master Plan, and UNC Charlotte Space Guidelines.
2. Instructional Space (classrooms, laboratories, etc.) shall be used for regularly scheduled, academic credit courses. Any other use must be secondary to that purpose and shall not impede upon the academic use of the Space. Research Space (laboratories, specialized facilities for research, etc.) shall be used for research. Instructional and Research Space may be dual-functioning to meet both needs.
3. Space funded through means other than state funding shall be Assigned for use in alignment with its funding source. Any other use must be secondary to that purpose and shall not impede upon the primary use of the Space.

2. Space Allocation

1. Space is owned by the University as a whole and not by divisions, departments, or current occupants.
2. Decisions about Space Allocations shall promote the effective and efficient use of Space.
3. Space Allocations are initiated via a Space Request and are evaluated based on programmatic need and the proposed use’s alignment with the University’s institutional priorities and Guiding Documents.
4. Future Allocation of Space is not guaranteed and is contingent upon approval of a Space Request.  Space Allocation requests made as a part of recruiting, hiring, grant proposals and new programs, particularly where renovation may be required, should be submitted for approval following the guidelines in the Supplemental Procedures.
5. Space that becomes Vacant due to newly acquired or constructed facilities, due to no longer meeting programmatic needs, by ceasing to contribute to the University mission and goals, or by any other cause, is returned to an unallocated status and is then available for Allocation based on other institutional priorities.      

3. Space Use and Assignment

1. Decisions about Space Assignments shall promote the effective and efficient use of Space. Space Assignments shall promote shared use of Space to the degree it aligns with institutional priorities.
2. Departments and divisions have the authority to reassign Spaces already assigned to them without prior approval so long as the assignments are consistent with and do not violate this or any other policy established by the University. Departments and divisions are responsible for notifying Space Management when Space is reassigned so that updates to Space management databases can be made.

Related Resources

• Procedures Supplemental to University Policy 601.4, Integrated Space Management
• University Policy 601.6, Use of University Space
• UNC Charlotte Strategic Plan
• UNC Charlotte Campus Plan 2024

Authority

Chancellor

Policy Revisions