Office Space Management Guidelines by wanghonghx

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									Office Space Management
Guidelines
UB Blueprint

Introduction
The University acknowledges the task ahead of us as a result of the UB Blueprint and Review of
Administrative, Business and Technical Processes, and that we must do this with minimal impact
to our staff and students. However, we cannot lose sight of our objective to ensure that we are
more financially and academically sustainable in a demand-driven funding environment. The re-
alignment of our structures will enhance this sustainability and further ensure that the University’s
administrative and support services continue to enhance the University’s core business of
facilitating student learning, teaching and research.


Purpose
The purpose of these guidelines is to ensure efficient and effective use of office space in the most
economical and equitable manner while meeting the University’s space requirements.
These guidelines are intended to guide decision-making in relation to a wide range of space needs
across the University whilst recognising the need to balance the provision of office space with the
University’s core business of facilitating quality student learning, teaching and research.


Scope
The scope of these guidelines relates to the provision of office space for staff, post-graduate
students and visiting staff. These guidelines will complement other space allocations and
guidelines regarding broader space management at the University of Ballarat, including student
learning and teaching spaces, research spaces, recreational spaces, and commercial spaces –
both indoor and outdoor.


General Principles
a. All space in the University is University-owned.
b. The University is committed to the provision of space sufficient to meet the operational needs
   of the organisation and its staff. The aim is to ensure that staff and students receive equitable
   treatment across Schools, Sections and Campuses. Space allocation is predicated on the
   principle that different disciplines require different amounts of space; different categories of
   staff require different amounts of space; and students at different levels require different
   amounts of space.
c. The University must maintain flexibility in planning for current and future space needs.
d. It is taken as a premise that no School, Section, Research Centre or other entity has absolute
   control over any building, room or area within the University.
e. Space allocations will be subject to ongoing review and redistribution to maximise benefit to the
   University as a whole.
f.   It has to be accepted that pressures upon space will for some time necessitate compromise in
     space allocation.
g. As it is not intended to increase staff through the UB Blueprint changes we should be able to
   move furniture and equipment around the organisation without the need to make additional
   purchases. Staff who move from one area to another will take their computer/telephone and
   office equipment with them.



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Office Space Management
Guidelines
UB Blueprint



h. Office furniture should remain where it is unless a staff member has a required chair/desk or it
   is agreed that such furniture is no longer required and therefore made available for use by
   another area. New office furniture should not be purchased until Facilities Services has had
   the opportunity to source furniture internally.
i.   Shared equipment and appliances (eg printers, microwaves, fridges) should move with the
     particular area unless agreed that such equipment is no longer required and therefore made
     available for use by another area. If it is considered that new ICT equipment is needed then
     the Director of ICT Services should be consulted in the first instance.
j.   Reference will be made to Tertiary Education Facilities Management Association (TEFMA)
     Incorporated Space Planning Guidelines and statutory codes (where they exist) whilst working
     within limitations of nature and age of existing buildings.
k. Space allocation and use will take account of the needs of staff and students with disabilities, in
   accordance with legislation and University of Ballarat policies.
l.   The use of office space for storage must be minimised. Records and/or equipment in excess of
     requirements should be disposed of in line with the University’s disposal policies.


Space Allocation Guidelines
Staff:
a. Staff will be allocated space in shared work areas or single occupancy offices depending on
   the availability of space and the requirements of the activities that they undertake.
b. Single occupancy spaces will only be provided to staff where their job function requires such
   space to perform their primary role. These individuals may not be the most senior.
c. Where available an appropriate number of small enclosed meeting rooms will be provided,
   where necessary, for staff who share work areas.
d. The TEFMA guidelines indicate appropriate size ranges for single occupancy offices and other
   spaces and these provide norms that guide University of Ballarat practice, always subject to
   the overall availability of space and other strategic and operational requirements.
e. Part-time staff may be required to share work space.
f.   Staff involved in cross-campus work will be allocated a permanent work area on their home
     campus and may have access to a shared area or hot desk on other campuses. These shared
     spaces may be allocated on a first come basis or may be bookable depending on the needs of
     the individual and the School/Section.
g. Honorary or emeritus staff will not be entitled to single occupancy space but may be provided
   with access to shared space.
h. Visitors or temporary staff will not be entitled to dedicated single occupancy space but may
   occupy the space of staff on leave. If no such space exists they will be provided with access to
   shared space.
i.   Staff on research, study or extended leave greater than one month may be required to release
     their office for use by others while they are absent from the University. In that event the
     individual, in consultation with the School/Section, must make arrangements for the storage off-
     site of any personal and/or confidential effects if required.



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Office Space Management
Guidelines
UB Blueprint



Higher Degree by Research (HDR) Students:
a. HDR students are entitled to a minimum 4m2 of space, which will be provided in a shared area.
b. HDR students who are placed in and are sharing staff office-type accommodation must be
   prepared to be relocated if offices are required for new academic or professional staff.
c. Higher Degree by Coursework students do not have an entitlement to space but may be
   provided with access to shared space if available.
d. HDR students requiring access to specialist facilities such as laboratory bench space will be
   supplied such access at a level sufficient to undertake their research as determined by the
   relevant Dean.

External:
a. The University may provide space to accommodate external organisations, depending on the
   strategic and operational needs of the University, the availability of space and any benefits to
   the University that will accrue from providing such space.
b. Schools and/or Sections wishing to provide external organisations with space or external
   organisations seeking space must seek approval from the Vice-Chancellor.


Decision Making
•    The Vice-Chancellor is responsible for the overall allocation of space within the University.
•    The Vice-President, Student Support and Services has the responsibility of advising the Vice-
     Chancellor on the good management of space in the University as a whole, on space allocation
     and on the arbitration of disputes regarding space.
•    All proposed moves must be preceded by the submission (to Facilities Services) of a Move
     Request Form, which must be completed by the relevant Dean/Director in accordance with
     these guidelines.
•    Space Management Team
     All significant requests that impact on the allocation of space to organisational units are to be
     tabled with the Space Management Team. The Space Management Team will provide advice
     and recommendations to the Vice-President, Student Support and Services and the Vice-
     Chancellor on options and priorities for the allocation of space within the University.


Associated documents
•    Office Move Checklist
•    Move Request Form




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