Process for Space Allocation

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					                                    Process for Space Allocation
                                                                  Approved:   Vice-Chancellor
                                    Version: 1.00
                                                                  Date:       02 October 2007
           No 5.3.10
                                    Administered: Governance      Next Review:   02 October 2008


Purpose:                                            Intent:

To ensure the processes used to manage the          To ensure that current processes are followed.
utilisation of space requirements are understood.




Process for Space Allocation                                                                       Version 1.00

Finance and Asset Services                                                                           Page 1 of 6
Space Management Process
                                                              People
                                                                                                                                      Chief Financial    Vice
                                                            Management              Assistant Director Asset
         PVC / Dean / Executive                                                                                                       Officer (CFO) & Chancellor
                                                                 &                 Services (ADAS) or Space
           Director / Director                                                                                                         Procurement or nominated
                                                            Development            Management Officer (SMO)
                                                                                                                                          Manager      delegate
                                                               (PMD)


                                                                                                                                                    NO - Reassess
                   Cost Centre
                                                                                                                  Space requirement due to
                identifies additional
                                                                                                                    expansion of courses
                    space/staff
                                                                                                                        / classes etc
                   requirement



                                                                     Space
                                                                  Allocation              Update CDU – Space Management
                                                                                  YES
                   Request for                                 Verified on RRA                      Database
                Recruitment Action                                  Yes/No
                      (RRA)

                                                                                  NO


                                    Confirm shortfall
        Liaise with                                                                     SMO liaises with
           SMO                                                                             Client
                                    Assessed against
                                     Space Planning
                                       Guidelines
                                                                                                                           Negotiate with Cost
                                                                                                                                 Centre



                                           Budget
                                          Allocated
                                                                                               SMO assists with
                                                                                                documentation.



              YES                            NO


                                                                                                                                             Approval in principal
                                                                                                                                                  Yes/No

                                        Negotiate with
                                        ADAS / CFO
                                                                            YES

                                                                                                     SRR assessed

                                                                                                                                        Approved within CFO
                                                                                                                                         Delegation Yes/No
                                                                                                                                                                        NO
       Completes SRR with
           supporting
         documentation
                                                                                                    Recommendation



                                                                                                                                  YES

                                                                                               Advise Cost Centre of                                                  Approve
                                                         Not Approved                                outcome                                 NO                       Yes/No


                 Advised

                                                                                            Advise client of outcome.
                                                          Approved                            Construct or allocate                                   YES
                                                                                                      space


                                                                                                                   Approved



                                                                                                                           Commence Project
                                                                                          Update CDU – Space                Management or
                                                                                          Management Database                Procurement
                                                                                                                              Processes


            Cost Centre takes up tenancy.




Process for Space Allocation                                                                                                                                         Version 1.00

Finance and Asset Services                                                                                                                                            Page 2 of 6
                                              Process Summary

Stage                   Process                                                  Responsibility

Space requirement       Space requirement - additional to existing space         Cost Centre
identified - Teaching   allocation due to expansion of course / classes.

Assess space            Cost Centre liaises with Space Management                Faculty/School/Centre & Space
requirements            Officer to verify that existing space is insufficient,   Management Officer
                        that Space Planning Guidelines are used when
                        determining the space requirement needed and
                        that budgetary allocations were made for the
                        provision of extra teaching space.

No budgetary            Negotiations between Cost Centre & FAS to                Cost Centre
allocation made         explore options to achieve optimum outcome.
                                                                                 Assistant Director Asset Services
                                                                                 / Chief Financial Officer &
                                                                                 Procurement Manager

                        If approval in principal is not achieved Cost
                                                                                 Cost Centre
                        Centre to reassess requirement & resubmit if
                        required.


                        If approval in principal is achieved, the Cost           Cost Centre
                        Centre is to complete a Space Requirement
                        Request (SRR) and attach supporting
                        documentation verifying the need for additional
                        space. Space Management Officer will assist by
                        providing necessary floor plans, Space
                        Management Database reports & guidance with              Space Management Officer
                        Space Planning Guidelines to support
                        documentation.

Staff recruitment       Client completes Request for Recruitment Action          Cost Centre
required                (RRA) verifying that space can be allocated.
                        People Management & Development (PMD)                    People Management &
                        check that Space Allocation box has been                 Development (PMD)
                        completed


                        If space to accommodate new staff is available
                        within existing Cost Centre allocation – no
                        further action.


                        If Cost Centre requires an additional space              Cost Centre
                        allocation to accommodate new staff;
                             •   Complete SRR, supply supporting
                                 information to assist the decision making
                                 process.
                             •   Space Management Officer will assist by         Space Management Officer
                                 providing necessary floor plans, Space
                                 Management Database reports and
                                 guidance with Space Allocation
                                 Guidelines to support documentation.

Submit Application      Submit SRR with supporting documentation to              Cost Centre
                        FAS.


Process for Space Allocation                                                                           Version 1.00

Finance and Asset Services                                                                              Page 3 of 6
Process Application     Ensure Cost Centre has identified budget              Space Management Officer &
                        allocation then;                                      Assistant Director Asset Services
                             •   Identify appropriate space,
                             •   Comment on appropriateness of
                                 selected space,
                             •   Is proposal compliant with strategic plan
                             •   Does request entail alteration to existing
                                 infrastructure (see Related Guidelines &
                                 Documents – CDU Building and
                                 Services Alteration Process)
                        CFO may approve if within delegation. If not;         Chief Finance Officer
                             •   Make recommendations &
                             •   Forward to Vice Chancellor or
                                 nominated delegate for determination.

Forward Application     Forward Space Requirement Request to VC for           Space Management Officer
                        determination

Determination           Vice Chancellor makes determination on the            Vice Chancellor
                        appropriateness of request.

Outcome Advice          Advise Cost Centre of outcome                         Space Management Officer &
                                                                              Assistant Director Asset Services
                        Construct or allocate space and update
                        database accordingly




Process for Space Allocation                                                                          Version 1.00

Finance and Asset Services                                                                             Page 4 of 6
 Space Allocation Guidelines

 Allocation by Position
 The following guidelines apply to the allocation of space within the University. In each case, every
 consideration to the functional requirements of the occupant will be taken into account and have a bearing
 on the actual allocation of space as will the size, number and location of any available space(s).

 The Useable Floor Area (UFA) is to be used as a guideline for new and renovated space. When there is a
 discrepancy between the guideline and currently occupied space the status quo will remain.

   Position                                                Office size m2      Space Allocation in Laboratory if
                                                         Useable Floor Area    required for Space Model
                                                                               calculations m2
                                                                               * See note below

   Vice Chancellor                                            28 – 35
   Snr Executive staff                                        20 - 25
   Professor in the position of Pro Vice                      18 - 20          16
   Chancellor, Dean, Director or Head of
   Department
   Professor / Associate Professor                            12 - 14          16
   Director / Head of Department                              18 - 20          16
   Academic Staff level B / Snr Lecturer, Snr                 12 - 14          16
   Research Officer or VET Cat 2
   Lecturer or full time Research Officer                     10 - 12          16
   Academic Staff level A or VET Cat 1 share                   8 - 10
   office or open plan
   Research staff (Academic & General) if
   office available otherwise open plan                       10 – 14          8
                                                               8 - 10          8
   Research Assistant (Open Plan)                                8             8
   Academic Visitors –                               Use offices of staff on
                                                     OSPRO or bookable
                                                     hot desk space
   Postgraduate Research Student                                 4             6


   Position                                                                    Office size m2 Useable Floor Area
   Research Fellows, Post-doctorate Fellows, Research Assistants               2 per 12m2 office or 8m2 in open
                                                                               space
   Postgraduate Course work students – it is accepted that these               2m2 per student to make up the room
   students study as part of general course work. If a room is required        size
   in a department for PGC & Honours students it will be allocated on
   the basis of
   Undergrad. students                                                         2m2 per student to make up the room
                                                                               size

Administrative Staff
  Administrative Senior                                                        12 - 14
   Administrative (require office for confidentiality)                         10 - 12
   Administrative – general Open plan. Size included space for filing &        10
   walkways in open plan area.
   Waiting & Storage space                                                     12
   Ancillary space will be added under the same formula as the DEST Higher Education Space Indicators for
   different disciplines



   Process for Space Allocation                                                                         Version 1.00

   Finance and Asset Services                                                                            Page 5 of 6
*Space allocated in a laboratory does not necessarily mean a separate laboratory. This figure can be
used to calculate the total size of a laboratory holding a number of staff in group, or for a specific
purpose such as a research group made up of academic and research staff.



   •    Staff on fractional appointments, sessionals, or adjunct appointments are not entitled to an individual
        office.

   •    No staff member is to be allocated the use of more than one designated individual space unless
        specifically approved by the Vice Chancellor. Staff having responsibilities on several campuses must
        nominate their “base campus”. A space will be allocated for their exclusive use only on that campus.
        At any other campus, these staff may use “hot desk” or shared facilities.

   •    Staff on research, study or extended leave must release their office for use by others while they are
        absent from the University. The Cost Centre must make arrangements for the storage off-site of any
        personal effects if required.




 Process for Space Allocation                                                                        Version 1.00

 Finance and Asset Services                                                                           Page 6 of 6
                                                                                                              Space Requirement Request No

                                                                                                              ……………………………………………..



                                      Space Requirement Request Form
                                Any request for space within Charles Darwin University must be made on this form.
                         All fields must be completed and the form signed by PVC / Dean / Executive Director / Director
                         Send completed forms to; Space Management Officer - Finance & Asset Services Building 15


1. Contact Details of Requester                        2. Funding
                                                       State any estimates received for associated costs              _______________________
Name           ___________________
                                                       Has funding for space change been budgeted?                  No        Yes, as follows:
            ___________________
Faculty/School/                                        Source…………..……A/c No __ __ __/__ __ __/__ __ __ Amount $.................
Division    ___________________
                                                       Source…………..……A/c No __ __ __/__ __ __/__ __ __ Amount $.................
                   ___________________
Bld/Room           ___________________                 Other ………………………………………………………………………………………
Extension          ___________________
E-Mail                                                           ………………………………………………………………………………………

_______________________________                                  ………………………………………………………………………………………


3. Space Requirements
Proposed Use:    Office                  Specialist Teaching Space                    Ancillary     General

                          Other…………………………………………………………………………………………………………………

Estimated amount of space required (m2)………………………………………………………………………………………………..

Preferred location of required space………………………………………………………………………………………………………

Alternative location of required space…………………………………………………………………………………………………….

Occupancy (F/T, P/T etc) (Time in residence complete table below)………………………………………………………………….

Utilities required:       Electric      Computer/Data             Phone        Gas       Water     Other ………………………………………………..

Special requirements (eg visibility, access, adjacencies) ………………………………………………………………………………

Will space be released as a result of this request?                   Yes       No      If yes, please state location …………………….
                                                                                                              (eg C18.2.62)



Date occupancy required ……………………..                              End date ……………………………

Please indicate the time period space will be in use for each time frame. (Use 24 hour clock e.g. 0900 – 1421)
 Semester        Monday          Tuesday         Wednesday       Thursday       Friday          Saturday       Sunday
 1st Sem
 2nd Sem
 Year

Proposed organisational allocation of room(s) …………………………………………………………………………

Requestors may include attachments (including floor plan / sketches)
                                       (available from Space Management Officer ext 6022)


4. Authorisations PVC / Dean / Executive Director / Director
………………………………………………………………………………….                             Date …………………….
         (signature indicates accuracy of information and concurrence with request)



                                                                           FAS Use Only


Request Received    …………………………                                     Space Management Officer       …………………………                      1st review …………………


SRR No Assigned ………………………….                                        Passed to ADAS       ………………………………                             2nd review …………………




 Process for Space Allocation                                                                                                           Version 1.00
 Finance and Asset Services                                                                                                              Page 1 of 2
                                                           FAS Use Only


Assistant Director Asset Services ………..…….………………………………………………………………………………………………………..


…………………………………………………………………………………………………………………………………………………………………..


…………………………………………………………………………………………………………………………………………………………………..


…………………………………………………………………………………………………………………………………………………………………..


Chief Financial Officer - Recommendation     ……………..…………………………………………………………………………......


…………………………………………………………………………………………………………………………………………………………………..


…………………………………………………………………………………………………………………………………………………………………..


…………………………………………………………………………………………………………………………………………………………………..


…………………………………………………………………………………………………………………………………………………………………..


…………………………………………………………………………………………………………………………………………………………………...


…………………………………………………………………………………………………………………………………………………………………...


Signed ………………………………………………………………..                                                            Dated ……………………………




                                                          Vice Chancellor


…………………………………………………………………………………………………………………………………………………………………


…………………………………………………………………………………………………………………………………………………………………


…………………………………………………………………………………………………………………………………………………………………




                                                             Approved / Not Approved


Signed ………………………………………………………………..                                                             Dated ……………………………




                                                            FAS Use Only


Request Received   ……………………… Space Management Officer    …………………………Work Completed ………………….. Change Date   ……………………


                             Client Informed of outcome via ………………………………..   Date …………………………………..




 Process for Space Allocation                                                                             Version 1.00
 Finance and Asset Services                                                                               Page 2 of 2
                                Document History and Version Control

Version       Date Approved         Approved by             Comment

1.00          02 October 2007       Vice Chancellor         Original conversion to process




Process for Space Allocation                                                            Version 1.00

Finance and Asset Services                                                              Page 1 of 1

				
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