Space Management Policy

 
Effective date:
01-28-2011
Last revised:
2-11-2019
Southeastern Green Seal

 

Policy Statement

Keeping an accurate accounting of University facilities and their usage can be a challenge to any university. In order to run the University efficiently and utilize available space to its fullest extent, changes resulting from building and renovation projects, on-going general maintenance projects as well as the normal fluctuation in user needs must be communicated to affected departments and offices in a timely manner. In addition, Southeastern Louisiana University is required to regularly report to the Louisiana Board of Regents all property and structures owned by the University and how this space is being utilized. For this reason, Southeastern developed and put in place the following Space Management Policy.

 

Purpose of Policy

The underlying premise of this policy is that all space on campus is University space which is assigned to particular departments as needed at that time.

The goal of Southeastern’s Space Management policy is:

  • To first and foremost, insure that all aspects of space management are focused on maximizing the efficient and effective usage of all University space.
  • To maintain an official University space management system in PeopleSoft. This system will contain necessary information to meet the needs of the University in managing space as well as reporting requirements.
  • To maintain an accurate accounting of property and structures owned by the University. This includes identifying:
    • Specific buildings and its structural information,
    • Specific spaces in buildings,
    • Usage of specific areas,
    • Occupants of spaces, and
    • Other room related information.
  • To maintain accurate records of active and inactive status of University space due to renovation, modification, or general maintenance work and to communicate that information to affected departments/offices.
  • To streamline data for more effective communication with University service departments such as Client Services (technology access), key and maintenance shops, the Office of Safety and Hazardous Materials Management, Physical Plant, Property Control, and Facility Planning.
  • To establish guidelines for:
    • Requesting changes in facilities and/or its usage, including any and all physical changes to that space.
    • Reviewing requests and determining the impact of the change on the University.
    • Entering changes in space and its usage in the space management system.

 

Policy Procedure

Procedural Guidelines for Space Management

Changes in the status of property owned by the University, whether it contains structures or not, must be reported to the Louisiana Board of Regents. In addition, changes in space usage and occupants can impact the University in a variety of ways, thus it is important that changes to the use of space, occupants of space, and services provided to that space be reviewed before the change is made. It is also essential that University departments and offices are notified of changes in University space in a timely manner. The following procedures have been developed to accommodate the University’s reporting, management and communication needs when changes in University space are desired.

 

Changes in Room Occupants

New Faculty or Staff Employees in Existing Positions

New faculty or staff employees filling existing University positions will typically occupy the existing room assigned to the position and use the telephone number already assigned to the position. Human Resources is responsible for notifying the Office of Facility Planning (by email) the employee’s name, effective date, position number, University ID number, budget unit number, and home department name. The Office of Facility Planning is responsible for determining the building, room number, and telephone number and updating the Room Detail panel if the space management system. The direct telephone number should remain the same. If a change in the room occupant is desired for the new faculty or staff employee, the change must be reported as outlined in pages 3-4 of this policy under Changes in Room Occupants for Existing Positions, and the department head or director should complete a Change in University Space Request (see Appendix C in the pdf version of this policy) located online at: http://www.southeastern.edu/admin/fac_plan/space_management/space_change/index.html.

The published telephone number will be the main number in the following circumstances:

  • Administrative positions with a secretary (for example, a department head).
  • Part-time faculty and staff positions that do not have an assigned telephone line.
  • Positions in the departments that provide services that must be tracked (for example, the Physical Plant, the Help Desk, the Counseling Center, and the University Police).

The published telephone number for all other positions will be the direct telephone number of the position occupying the room.

New faculty or staff employees who are not assigned exclusive office space (such as part-time, lecturers, Gas, etc.) that is a part of Southeastern’s property will not be included in the space management system. Human Resources will enter the telephone number of the home department of the new employee in the bio/demo panels of Southeastern’s administrative system in order to provide a contact number for that employee. Human Resources will also enter the Southeastern box number of the employee’s home department in address line 2 of the bio/demo panels.

Necessary service requests for keys and other needed services to accommodate the new faculty or staff member must still be completed and forwarded to the Physical Plant by the new employee’s department/office.

 

New Faculty or Staff Employees in New Positions

New positions are positions that have never been occupied by any employee, and require a new room assignment with the telephone lines and technology access needed by the new position. Once the search for filling the new position has been concluded, a New Position Room Assignment Request form (see Appendix D in the pdf version of this policy) must be submitted online at: http://www.southeastern.edu/admin/fac_plan/space_management/newposition/index.html by the department head or director. After consulting with Client Services and the supervisor, if necessary, the Office of Facility Planning will determine the room assignment and the necessary telephone lines/technology access based upon the request. Please allow at least one week for additions or changes in telephone/technology access to be completed.

The Office of Facility Planning will enter the room assignment in the space management system and will notify Human Resources, the Office of Safety and Hazardous Materials Management, Client Services, Physical Plant, and the new employee’s supervisor, via email, of the room assignment.

Client Services will enter the telephone number and the budget unit number responsible for the telephone line in the space management system, as well as the published telephone number. Client Services will notify the hiring department/office of the telephone number for the new position. Upon entering the information in the system, Client Services will inform the Office of Facility Planning, by email, that this has been accomplished. The Office of Facility Planning will enter any additional technology access in the system.

Necessary service requests must still be completed and forwarded to the appropriate offices by the department/office of the new position once notification of the assigned space has been received.

New faculty or staff employees assigned to new positions that do not include an assigned office space that is part of that is part of Southeastern’s property will not be included in the space management system. Human Resources will enter the telephone number of the home department of the new employee in the bio/demo panels of Southeastern’s administrative system in order to provide a contact number for that employee. Human Resources will also enter the Southeastern box number of the employee’s home department in address line 2 of the bio/demo panels.

 

Changes in Room Occupants for Existing Positions

In most circumstances, department heads and directors are free to make changes in room assignments of faculty and staff within the space allocated to the department/office by the Office of Facility Planning. All changes in room occupants, however, must be requested and approved by the Office of Facility Planning for the purpose of maintaining an accurate accounting of all University space. In the case of an employee being terminated, Human Resources should notify the Office of Facility Planning so the employee’s name and position number can be removed from the room in the system. (The phone number and budget unit responsible for the phone will remain.)

The form to request changes in University space (see Appendix C in the pdf version of this policy) is located at: http://www.southeastern.edu/admin/fac_plan/space_management/space_change/index.html and should be completed and submitted online. When “group” moves are made, (i.e., two or more people switch room capacity), one request form may be completed. BE sure and list all other employees affected by the group move in the “Please describe change being requested” field, including each employee’s name, W#, current room number and phone, and the requested room number and phone. A separate request should be completed for each separate independent change in room occupants.

Changes in room assignments should not occur until verification has been received from the Office of Facility Planning. If there are circumstances that would affect the requested change in room occupants, the Office of Facility Planning will contact the requester to further discuss the issue.

The Office of Facility Planning will give confirmation of the change to the department/office making the request, Human Resources, the Office of Safety and Hazardous Materials Management, Client Services and the Physical Plant (via email) of any confirmed changes. The Office of Facility Planning will enter the effective date and change in position number for the space in the space management system. Client Services will enter any changes in direct telephone lines, published telephone lines or budget units responsible for telephone lines in the system. Upon entering the information in the system, Client Services will inform the Office of Facility Planning, by email, that this has been accomplished. The Office of Facility Planning will enter in the system any changes in technology access for the space.

Please remember that requests for telephone installation fee waivers generally will not be approved for changes due to room switches. Please allow at least a week for additions or changes in telephone/technology access to be completed. Necessary service requests to implement the move must still be completed and forwarded to the Physical Plant and other appropriate offices as necessary by the department/office making the change in room occupancy. Only service requests for confirmed work will be honored.

 

Additions or Changes in Telephone Lines/Technology Access

The Change in University Space Request (see Appendix C in the pdf version of this policy) must be completed and submitted by the department head or director online at: http://www.southeastern.edu/admin/fac_plan/space_management/space_change/index.html to request additions or changes in telephone lines, data ports or cable television lines. Please allow at least one week for additions or changes in telephone/technology access to be completed. The Office of Facility Planning will consult with Client Services and then communicate confirmation of the request as well as approval or denial of any requested telephone installation fee waivers. Telephone installation fee waivers generally are approved for additions or changes resulting from administration moves from one building to another or for new employees only. Changes of faculty or staff in allocated office space generally are not approved for telephone installation fee waivers unless the change is a result of renovation of the space or reorganization of the office/department.

The Office of Facility Planning will inform Human Resources, the Office of Safety and Hazardous Materials Management, Client Services, and the Physical Plant (via email) of approved changes.

Client Services is responsible for entering any changes or additions of telephone lines and the budget unit numbers responsible for telephone lines in the space management system. Upon entering the information in the system, Client Services will inform the Office of Facility Planning by email that this has been accomplished. The Office of Facility Planning is responsible for entering any changes in technology access.

Necessary service requests for approved additions or changes in telephone lines or technology access must still be completed and forwarded to the appropriate office by the department/office making the request.

 

Changes in Classroom Furniture

Change in classroom furniture can impact the capacity of the room and must be thoroughly reviewed before the change can be made. The form to request changes in University space (see Appendix C in the pdf version of this policy) is located online at: http://www.southeastern.edu/admin/fac_plan/space_management/space_change/index.html and must be completed and submitted by the department head or director. The Office of Facility Planning will review the request and consult with the Office of Enrollment Services to determine what impact the change may have to room capacity and use. The Office of Facility Planning will review all requests in classroom capacity, as well as furniture type and possible arrangements of same, to assure they will comply with all local building and Fire Marshall Codes.

Requests for changes in classroom furniture that impact the room capacity of instructional spaces should be submitted in advance in order to allow ample time for the request to be examined properly. Changes to be implemented in the Summer or Fall semesters should be submitted by February; changes to be implemented in the Spring semester should be submitted by the previous September.

The Office of Facility Planning communicates the decisions regarding the request to the department making the request, Human Resources, the Office of Safety and Hazardous Materials Management, the Office of Enrollment Services, Client Services and the Physical Plant (via email).

Necessary service requests for approved changes in classroom furniture must still be completed and forwarded to the appropriate office by the department/office making the request. Only service requests for approved work will be honored.

 

Changes in New or Existing Structures

Changes in Building or Room Use

Request for approval to make changes in building or room use must be completed and forwarded by the department head or director to the Office of Facility Planning, who will then coordinate the approval process for the request. Examples of changes in room use would be converting classroom space into a laboratory, or a storage room into office space. The form to request changes in University space (see Appendix C in the pdf version of this policy ) is located online at: http://www.southeastern.edu/admin/fac_plan/space_management/space_change/index.html.

The Provost and Dean of academic units or the Vice President of non-academic units must approve the request, and the Office of Facility Planning must verify the approval before any work can begin. Requests that may result in a change in room capacity may require further review before the request can be approved. See page 7 in this policy for further information on changes in room capacity.

The Office of Facility Planning will communicate the decision regarding the request to the office making the request, Human Resources, the Office of Safety and Hazardous Materials management, the Office of Enrollment Services, Client Services and the Physical Plant (via email). The Office of Facility Planning will enter any changes in room use, and if necessary, any changes in room capacity or occupancy in the space management system. If the change includes a change in telephone lines, Client Services will enter the changes in the system. Upon entering the information in the system, Client Services will inform the Office of Facility Planning, by email, that this has been accomplished. The Office of Facility Planning will enter in the system any necessary changes in technology access. Please allow at least one week for additions or changes in telephone/technology access to be completed.

Necessary services requests for approved work to be done must still be completed and forwarded to the appropriate office by the department/office making the request. Only service requests for approved work will be honored.

 

General Maintenance Work

General maintenance work is building upkeep that does not include structural changes to the existing building, for example, painting a single room or replacing light fixtures. General maintenance work is initiated by a service request, routinely scheduled and handled by the Physical Plan, and generally does not effect a change in space occupancy, use or capacity. While the Physical Plant may confer with the Office of Facility Planning if they have a question as to whether a service request qualifies as general maintenance work, it is the responsibility of the Physical Plant to review service requests to determine if they fall within the guidelines of general maintenance work. If not, the Physical Plant will return these service requests to the requesting department with a referral to the Office of Facility Planning.

 

Modification/Renovations Not Part of Capital Outlay Projects

Modification or renovation not a part of capital outlay projects or deferred maintenance includes projects that change the structure of a building or room. These projects may necessitate outside contractors to do the work, are nominal in cost, and do not require approval of the Louisiana Board of Regents in order to initiate a project. Examples of modification/renovation work may include the addition or removal of walls or doors in a single room or refurbishing several offices in a building.

The Change in University Space Request is used for any requests for modification/renovation work not part of capital outlay projects (see Appendix C in the pdf version of this policy) and must be completed and submitted by the department head or director online at: http://www.southeastern.edu/admin/fac_plan/space_management/space_change/index.html. The Office of Facility Planning will coordinate the approval process for the request. The Provost and Dean of academic units or the Vice President of nonacademic units must approve the request and the Office of Facility Planning must verify the approval before any work begins.

The Office of Facility Planning must do a space study for any modification/renovation requests, taking into account issues such as entrances and exits to the room, windows, doors and the number of square feet per person, as designated by State Fire and Building Codes.

The Office of Facility Planning communicates the decision regarding the requested modification/renovation to the department/office making the request. The Office of Facility Planning will also inform Human Resources, the Office of Safety and Hazardous Materials Management, the Office of Enrollment Services, Client Services, the Controller’s Office, and the Physical Plan via email of approved changes.

The Office of Facility Planning is responsible for communicating to the appropriate office, the effective dates for inactive status and active status of approved modification/renovation work. The Office of Facility Planning will notify Human Resources, the Office of Safety and Hazardous Materials Management, the Office of Enrollment Services, Client Services, the Controller’s Office and the Physical Plan via email the changed status of the space(s).

The Office of Facility Planning will enter any changes in room use, room capacity or occupancy in the system if necessary. Temporary moves longer than thirty (30) business days will be entered into the space management system. If change includes change in telephone lines, Client Services will enter the changes in the system. Upon entering the information in the system, Client Services will inform the Office of Facility Planning, by email, that this has been accomplished. The Office of Facility Planning will enter in the system the necessary changes in technology access.

Necessary service requests for approved work must still be completed and forwarded to the appropriate office by the department/office making the request. Only service requests for approved work will be honored.

 

Approved Capital Outlay Construction and Renovation Projects

Capital Outlay construction and renovation projects are funded by the State of Louisiana based on a space needs analysis completed by the University and approved by the President. The Office of Facility Planning is responsible for the direction and coordination of these projects as well as communicating the status of these projects to the University.

Because major renovation and Capital Outlay project can affect space management at the University, the Office of Facility Planning is responsible for providing information on deferred maintenance projects and Capital Outlay projects to the following departments/offices:

  • Office of the President and appropriate Vice Presidents
  • Office of Safety and Hazardous Materials Management
  • Human Resources
  • Office of Enrollment Services
  • Client Services
  • Physical Plant
  • Any department, unit, or division involved in the project

The Capital Outlay status report includes work not considered as part of Southeastern’s general maintenance work, such as major repairs of campus facilities, major renovation and construction work, and includes anticipated dates for scheduled repair and renovation work.

Periodic meeting will be held regarding the management of space undergoing major renovation or repair with the occupants of the space, the Office of Facility Planning, the Offices of the President and appropriate Vice Presidents and any other necessary departments possibility affected by the project, for example, the Physical Plant, Client Services, the Office of Technology, or the Office of Enrollment Services.

If necessary, ad determined on a case-by-case basis, the Office of Facility Planning will enter the inactive status of the space in the space management system. The Office of Facility Planning will notify Human Resources, the Office of Safety and Hazardous Materials Management, the Office of Enrollment Services, Client Services, the Controller’s Office, the Physical Plant, and any necessary department upon the space returning to active status. The Office of Facility Planning will oversee the entry of any necessary changes to the space management system resulting from the project. Temporary moves longer than thirty (30) business days will be entered into the space management system.

 

New Structures

The Office of Facility Planning will communicate the approval of any new construction of capital outlay projects. The Office of Facility Planning will create a new entry for the new structure in the space management system, indicating the effective date for the new structure.

The Office of Facility Planning will information, at the completion of the building, Human Resources, the Office of Safety and Hazardous Materials Management, the Office of Enrollment Services, Client Services, the Controller’s Office and the Physical Plant via email of the facility’s completion.

 

Demolition of Existing Structure

The Office of Facility Planning will inform Human Resources, the Office of Safety and Hazardous Materials Management, the Office of Enrollment Services, Client Services, the Controller’s Office and the Physical Plant via email of the inactive status of the space. The Office of Facility Planning will enter the inactive status in the space management system.

 

Changes in Room Capacity

Room capacity of any given space at Southeastern is determined by specific State Fire and Building Code guidelines with which the University must comply. Modifications in space (i.e., change in classroom furniture from tables to desks or adding a door to a room) that may result in change to the capacity of the room must first be examined closely to ensure that any change does not conflict with applicable building and fire codes. Under no circumstances should class enrollments ever exceed the given capacity of classrooms or labs.

All requests for changes in room capacity must be submitted by the department head or director to the Office of Facility Planning for review before the change/modification can be implemented. The Change in University Space Request form (see Appendix C in the pdf version of this policy) is located online at: http://www.southeastern.edu/admin/fac_plan/space_management/space_change/index.html. In order to allow ample time for the request to be examined properly, all requests for changes of room capacity for instructional spaces to be implemented in Summer or Fall semesters must be submitted by the previous February. All requests to be implemented in the Spring semester must be submitted by the previous September. Capacity changes for all other types of University space may be submitted and approved at any given time during the year.

When submitting the Space Request form, the requestor needs to secure the approval of the appropriate administrator for the type and scope of the space request. Once the Office of Facility Planning receives the request, it will complete a formal layout of the room with the requested modification/change, taking into account such issues as entrances and exits to the room, windows, doors, and the number of square feet per person, as designated by the State Fire and Building Codes. The requested changes will also be reviewed for budgetary and cost concerns to insure that funding is available and that the request is an effective use of University assets. Once the layout is completed, and the proposed modification/change does not result in any other conflicting problems (such as diminishing student capacity), the request will then be approved.

The Office of Facility Planning will notify the requesting department/office, Human Resources, the Office of Safety and Hazardous Materials Management, the Office of Enrollment Services, Client Services and the Physical Plant (via email) of approved changes. Only the Office of Facility Planning may make changes in the Capacity field in the space management system.

 

New Property

Buying/Selling of Property

The Office of Facility Planning will communicate by email the buying or selling of any property (with or without structures) to Human Resources, the Office of Safety and Hazardous Materials Management, the Office of Enrollment Services, Client Services, the Controller’s Office and the Physical Plant.

When property is sold, the Office of Facility Planning will enter the inactive status of any space resulting from the sale into the space management system. When property is purchased, the Office of Facility Planning will be responsible for creating an entry for any structures acquired with the property in the space management system, including all room information.

 

Space Management System

Southeastern’s space management system will reside as a part of Southeastern’s administrative software system in PeopleSoft. The system consists of two sets of panel groups with various departments/offices responsible for updating the information. The following pages provide the location of each panel in the space management system and identify which department/office is responsible for the maintenance of the individual fields contained in the panel. In addition, Appendix A (in the pdf version of this policy) contains the Data Directory for the space management system, which defines the information to be contained in each field in the panel groups. Appendix B (in the pdf version of this policy) contains a listing of Southeastern’s official building names.