Endorsed by CMG on 25 May 2011 and Approved by Court on 20 June 2011
SPACE MANAGEMENT POLICY
The main objective of the Space Management Policy is to promote the efficient and effective use of space in line
with guidance available locally and nationally. Consideration to elements such as sustainability, space efficiency
and quality of our working environment is recognised as important in order to support university business,
enhance both the staffing and student experience and to meet our Strategic Plan goals.
In line with the Strategic Plan, the Estate Strategy
(http://www.docs.csg.ed.ac.uk/EstatesBuildings/Strategies/EstateStrategy.pdf) and the Social Responsibility and
0.pdf), the key aim is to optimise the use of space and related infrastructure, to provide a stimulating working,
learning and living environment that meets academic needs without compromising the following;
space allocated on functional need
improving the physical working environment for all staff/students
To ensure the optimal use of space by developing a positive culture where space management sustainability
matters, and related costs are understood. This relies on appropriate engagement from stakeholders who are
active in driving a space ethos and procedures in their respective areas, and communicating with the University
community appropriately. This could be achieved by:
Continuing the contact with representatives of all categories of staff and students across the University
i.e. the work on utilisation surveys and collection of space data on an annual basis;
Monitoring requests for space, both increases and decreases on a regular basis;
Reviewing the NPRAS mechanism for space costs involving Estates & Buildings, Finance and Planning
Linking to the University’s infrastructure projects through the Estates Committee and assist/advise on
space management issues where appropriate;
Seeking advice from the Learning and Teaching Spaces Advisory Group and the shared timetabling
initiative as appropriate;
Setting overall targets linked to the Estate Strategy;
Continuing to review the further development and implementation of other measures, incentives, etc
which will help achieve the aims laid out within this Policy. Examples include referencing national and
local guidance on strategic planning, and useful tools i.e. SMG / SMG toolkit for assessing space
allocation, estates costs and benchmarking, EMS, Russell Group. Liaising with colleagues in other
institutions regarding working practices on issues such as space charging, timetabling, space
efficiencies, sustainability, quality teaching / research space.
Monitoring and Review
A report will be submitted as appropriate to the Space Management Group, updating the group on continuing
work outlined under Key aims and Implementation within this policy: and subsequently measured under the
annual benchmarking through the EMS returns, Russell Group and Key performance Indicators.
The above measures will assist in an assessment of our performance as a Higher Education Institution.
The Space Management policy and remit links to the Estates Strategy, the Strategic plan objectives, and Social
Responsibility and Sustainability strategy to develop and regenerate the estate through implementation of the
estate development priorities, in particular by focusing on the following targets:-
Increasing income per square metre.
Implementing the academic timetabling initiative and monitoring and improving teaching space
utilisation in the longer term.
Monitoring utilities, maintenance and servicing costs per square metre in relation to a space cost
mechanism that is transparent – i.e. under the review of the NPRAS mechanism, devolution of Utilities
Simulating new and more flexible ways of learning, teaching and assessing through the use of new
technologies and the innovative design of teaching space.
All of the above targets should in turn assist the University in achieving an enhanced student experience.
The Space Management Group reports to the Estates Committee on matters relating to its remit and work as
defined within this policy. The Estates Committee reports to CMG, then onto FGPC (Financial related issues
only), and then ultimately to the University Court.
Committees that report to the Space Management Group are:
Learning and Teaching Spaces Advisory Group would normally report directly to the Space
Management Group but can also report directly to Estates Committee, on matters relating to Information
Services etc, which are not directly relevant for discussion under the Space Management Group remit.