Space allocation guidelines

Adopted 2003, Revised 2014

Overview

Physical facilities at Vancouver, like other resources, must be managed in ways that most effectively and efficiently support the missions of teaching, research, and service.

Campus buildings and building spaces are university resources assigned on a priority basis with consideration for need, suitability, proximity, etc. University units do not have pre-emptive rights with regard to occupancy of campus facilities. Recognizing that space needs change over time, all units must be flexible to ensure that adequate space will exist to support campus programs. In the event spaces become vacant or underutilized, they will be reviewed for reassignment to the highest and best use, consistent with campus goals and university space policies.

In its role as the fiscal agent for WSU Vancouver, Finance and Operations will assume final responsibility for the utilization of facilities. Capital Planning and Development, acting in a space management capacity, will routinely survey space allocations and make recommendations to the Vice Chancellor of Finance and Operations with regard to allocations. The Vice Chancellor of Academic Affairs shall be consulted in matters pertaining to allocation of classrooms, faculty offices, and other academic spaces. For complex allocations impacting several areas, a committee may be formed to provide constituent participation in the process. When formed, such committees will serve in an advisory capacity and may form sub-committees as the need arises to address special use spaces such as research labs and supporting spaces.

General Principles

Space is assigned for approved programs.

Space is assigned on the basis of need, availability, functional suitability, proximity to related and/or shared facilities, etc.

Space is not assigned permanently or irrevocably.

Space assignment is reviewed regularly by Capital Planning and Development for overall utilization and is subject to reevaluation for reassignment.

Credit-bearing classes have priority for the prescheduled use of space. Priorities for space allocation are as follows:

  • First priority: Full-time WSU Vancouver activities in an academic or direct support capacity.
  • Second priority: Full-time WSU Vancouver activities in an administrative or direct support capacity.
  • Third priority: Part-time WSU Vancouver activities in an academic or direct support capacity. 
  • Fourth priority: Part-time WSU Vancouver activities in an administrative or support capacity.

Finally, allocation of space for non-WSU Vancouver personnel or programs requires the permission of the chancellor and typically requires reimbursement of costs. Permission must be renewed regularly.

Offices

Campus executives, full-time faculty, directors, chairs, and unit heads, are assigned individual offices based on availability. Full-time administrative positions are reviewed for individual office assignment on a case-by-case basis, considering particular needs for functional privacy, task security, or other unique program requirements.

Faculty rank and status shall be considered, with precedence given to tenure-track faculty then other full-time faculty with on-going appointments. Length of service may be one consideration. Part-time campus faculty, directors, chairs, and unit heads, are assigned shared offices based on availability.

Graduate students and teaching assistants with a 0.5 FTE or greater assistantship, are assigned a lab desk or shared office based on availability.

Campus personnel assigned primary office space at a location other than the Vancouver campus, may qualify for shared office space at Vancouver, based on availability.

Vancouver faculty shall retain their assigned office spaces while on sabbatical, whenever possible. Visiting faculty on sabbatical shall be assigned individual or shared offices based on availability.

Emeritus faculty may qualify for shared office space on a temporary basis, based on availability after other office assignment needs have been fully met.

Classrooms and Teaching Laboratories

Prior to semester start, scheduling is done by the office of the Campus Registrar. Following semester start, scheduling is done by the Scheduler. Classrooms shall be reserved for classes, until after the 10th day of classes. Exceptions must be approved by the Chancellor or Vice Chancellor of Finance and Operations.

Classrooms and teaching laboratories are scheduled on the basis of demand. Academic activities take precedence over non-academic activities.

Conference Rooms

Depending on the availability of classrooms and seminar rooms, conference rooms may be assigned for classes.

Space for regularly scheduled meetings in conference rooms may be requested in advance of the 10th day of classes. However, credit-bearing classes will have priority and final confirmation may not occur until after the 10thday of the academic session.

The Board Room is reserved for activities involving the Campus Executive Office, and is scheduled through the Chancellor’s Office.

Research Laboratories

The Space Advisory Committee (see BPPM draft policy) will be comprised in part, by practicing researchers using lab spaces. The Committee may provide recommendations to Capital Planning and Development on the use of lab spaces.

Assignment of laboratory spaces may require shared use, depending on functional compatibility.

Vacant or underutilized laboratory space is subject to evaluation for reassignment, and may also be used to meet other short term laboratory needs.

The priorities for laboratory space allocation are:

  • First priority: University researchers working full-time at the Vancouver campus with grant funding appropriate to the space assignment.
  • Second Priority: University researchers tenure-track, but untenured, who have been assigned space as part of their initial start-up offer until they have secured grant funding as described above, or have submitted tenure materials for consideration (normally occurring in year 6) as noted in their offer letter.
  • Third Priority: University researchers working part time at the Vancouver campus with grant funding appropriate to the space assignment.
  • Fourth Priority: University researchers working full-time at the Vancouver campus without grant funding appropriate to the space assignment.

Laboratory Safety

Laboratory units are responsible for funding, handling, storing, and managing their laboratory chemicals, gases, radioactive materials, wastes, and hazardous material disposal in compliance with WSU Environmental Health and Safety policies and procedures and applicable regulatory requirements. Laboratory wastes are to be moved to designated waste storage facilities, under the direction of Environmental Health and Safety personnel. Waste shipments will be coordinated and scheduled in cooperation with responsible agencies.

All campus units, including those utilizing laboratory and waste storage facilities, must designate a representative to the Campus Safety Committee.

Security

Keys and access cards may be requested from Facilities Operations using a Campus Key Request form.

It is the responsibility of each program unit to issue and retrieve keys and access cards within the unit; units are financially responsible for the cost of re-keying in the event that keys or access cards are lost, or are not retrieved when personnel leave service.

Parking

Parking on the Vancouver campus is regulated between the hours of 7 a.m. and 7 p.m., weekdays. Refer to the WSU Vancouver Parking Regulations for details.

WSU Policies

Established university policies, procedures, and guidelines shall form the foundation for the WSU Vancouver Space Allocation Guidelines. To the extent that conflicts should arise, contact Capital Planning and Development for clarification.