MAINTENANCE AND REFURBISHMENT POLICY

SPACE MANAGEMENT POLICY 2010CONTENTS

1.0Policy Statement2.0Space Management3.0Space Management Objectives4.0Space Allocation

5.0Space Standards and Planning6.0 Space Utilisation and Functional Suitability7.0Space Accounting

8.0Space Audit and Annual Report

9.0Space Charging10.0Leased Property

11.0 Student Residential Accommodation

12.0Energy, Environment and Carbon management13.0Equality and Diversity

1.0 Policy Statement

1.1 The University operates with limited resources. Space is a limited resource and space management is one way of minimizing surplus or poorly utilised space so that funds can be reallocated to meet other critical needs.

1.2 The University is committed to a strategy of managing space by improving space allocation, standards, planning, utilisation and performance of related activities to support the Universitys strategic objectives1.3 The long term goal in Estates Strategy is to occupy the most fit for purpose and cost effective space possible to operate using consolidated and rationalised flexible facilities and improve utilisation including creating appropriate decant space to facilitate strategic estates development. 1.4 This goal will also be achieved in compliance with the Workplace (Health, Safety and Welfare) Regulations 19921.5 The Estates and Buildings Office (EBO) will identify the techniques and scope of work necessary to deliver effective space management and related activities. 1.6 EBO will produce a University Space Management Guide to enable procedural implementation of this policy

2.0 Space Management 2.1 Space management is the process of allocating available space to users in an equitable way, projecting and planning space requirements, identifying deficiencies, monitoring use, assisting users with space usage problems, and resolving space problems to maximise efficiency and effectiveness.3.0 Space Management Objectives3.1 Space Management is needed to ensure that:(1) Available space is allocated equitably and appropriately among all users

(2) Use and occupancy of space is continuously maintained and updated and any unauthorized use is highlighted and re-allocated appropriately(3) Surplus or poorly utilised facilities are closed and possibly disposed of to reduce maintenance and operating costs(4) Occupancy is consolidated and rationalised to maximise utilisation and minimize energy, maintenance, and other operating costs (5) Space standards reflect use of Information and Communications technology (ICT) infrastructure and working practices(6) New buildings and facilities are constructed only if needed4.0 Space Allocation

4.1 Space will be allocated to users in an equitable way by use of the EBO Space Standards and Reference Areas. These Standards and Reference Areas will define the individual and/or collective square metres area allocation for all of the Universitys activities.

4.2 The standards will take account of current and planned ICT innovations and changes in working practices 4.3 EBO will be responsible for all space allocation and re-allocation where space becomes vacant and is no longer required by allocated occupiers 4.4 The Estates Committee will make final decisions on space allocation in circumstances where conflict resolution is required. The Space Management Guide will detail the escalation process to minimise the number of issues handled by Estates Committee.5.0 Space Standards and Planning5.1 The Senior Management Group (SMG) and Estates Committee will approve the EBO Space Standards annually and these will be used to conduct short term through to long range planning activities including projected space needs to match growth activities and estates master planning. 5.2 Space planning will be led by the EBO in liaison with Colleges and University Services and EBO will validate and identify authorization for all space use.5.3 Colleges and University Services will be required to review their space annually and maintain accurate records of Full Time Equivalent (FTE) staff numbers, space usage, pedagogical models and research activities to inform space allocation calculations and transfer of space for central shared uses. 5.4 The Registry Office will provide the official total Student FTE numbers each session to inform the space allocation calculations

5.5 EBO will conduct space consolidation and rationalisation feasibility studies, option appraisals and projects in support of Colleges and University Services Business Planning

6.0 Space Utilisation and Functional Suitability6.1 Utilisation is a measure of how often space is used for the purposes intended. 6.2 Functional suitability is a user subjective measure of how suitable space is for the purposes intended 6.3 These measurements will be assessed annually for all space by EBO on the basis of sampling or a full record. 7.0 Space Accounting7.1 Space accounting or recording will involve the compilation, verification and maintenance of all space data and related/linked electronic floor plans. 7.2 This activity will primarily involve recording space allocation in comparison with space reference areas and standards and highlight any under or over provision, space utilisation and functional suitability.8.0 Space Audit and Annual Report8.1 EBO will produce an annual audit report validating space holdings, allocation, utilisation and functional suitability.

8.2 This report will provide feedback to inform the space management process and enable strategic planning decisions to be made by SMG and Estates Committee including approval of any changes to space standards.

8.3 SMG and Estates Committee will also approve any University wide space reduction, utilisation and functional suitability targets and these will be documented in Estates Strategy and the Space Management Guide

8.4 The annual audit report will also inform space charging and any capital expenditure decisions for new buildings and facilities.9.0 Space Charging9.1 Space will not be charged on a rental basis and the allocation and apportionment of space overhead costs will be decided by the Finance Office informed by EBO space allocation accounts. These costs will include energy, maintenance and other operating costs referred to as Premises Costs in Income and Expenditure accounts

9.2 The University will progressively move to a building by building allocation and apportionment of Premises Costs which will enable Colleges and University Services to inform strategic decisions on their long term space planning and utilisation.9.3 Space use will be charged on a cost per hour per room basis for all timetabled and booked Central Teaching and Examination Space.10.0 Leased Property10.1 Leased property is included in this policy 11.0 Student Residential Accommodation

11.1 Student Residential Accommodation is excluded from this policy12.0 Energy, Environment and Carbon Management

14.1 All space management will comply with the Universitys Energy, Environmental and Carbon Management Policies.

13.0 Equality and Diversity

15.1 All space management will comply with the Universitys Equality and Diversity Policy and Disability and Equality Scheme (DES) Action Plan for Physical AccessDate Reviewed: May 2010

Version Number: 1Author/Revised by: Director of Estates

Approved by: University Court on Recommendation of Estates Committee and SMG Next Review Date: May 2012