Space Allocation

1. Purpose

Manages assigning and reassigning building space to end users as approved by the Space Planning Committee. Space Management is an important service for maintaining accurate records that will be used to obtain federal and state funding for different departments. Space Management plays a critical role in making sure that space is being used in the most efficient and economical way to serve the needs of the University. Space Management records are also used to make sure insurance coverage is maintained on University structures.

2. Applicability

This policy applies to all space in USA owned buildings on all academic campuses, excluding USA Health properties.

3. Definitions

Space Planning Manager (SPM): The SPM is responsible for managing all the inventory of space on all USA campuses. The SPM keeps record of drawing and space information including square footage, room types, and departments that are occupying the space. The SPM will help guide the process of managing all requests using Space Allocation Forms.

Space Planning Committee: The Space Planning Committee will be responsible for reviewing and either granting or denying requests made on Space Allocation Forms. The committee will be comprised of the Executive Vice-President and Provost, Vice President Student Affairs/Dean of Students, Chief Facilities Management Officer, Executive Director Real Estate Services and Asset Management, Associate Director of Engineering, Design and Construction, Director of Safety and Environmental Compliance, and Chief Financial Officer.

4. Policy Guidelines

It is the policy of the University of South Alabama to manage the allocation of space through the USA Department of Space Management. This policy defines the process for acquiring and relinquishing space to the Universities space inventory.

5. Procedures

5.1 Space Allocation Forms

When a space becomes available by vacancy, it is the responsibility of the former occupant to relinquish the space through submission of a Space Allocation Form to the Department of Space Planning. When a new occupant wishes to acquire a space that they did not currently occupy, they must notify the Department of Space Management by submitting a Space Allocation Form. This form must be signed by (1) the requesting Dean, Vice President, or Dept Director, and (2) the Chief Facilities Management Officer. The Space Allocation Form can be downloaded from the Space Planning web page: https://www.southalabama.edu/departments/financialaffairs/construction/spaceplanning.html

5.2 Review and Approval

The Space Committee will evaluate the needs of the requesting party based on the following criteria. If the requesting party requires modifications to a space that they wish to occupy, they must first request USA In-House Renovations Department to provide an estimate for the modifications. The requesting party must provide a funding source that will cover the cost of the renovations. The SPM will submit the Space Allocation Form to the Space Planning Committee using the USA DocRoute application. The committee will assess the needs of the requester while considering the needs of others and will determine the best decision for the University. The decision will be sent back to the requester by the SPM. The SPM will update USA space records based on the decision and notify Facilities Accounting of the changes to be made in Banner and TMA.

6. Enforcement

This policy is enforced by Facilities Management. Non-compliance may result in disciplinary action per Faculty Handbook or Staff Employee Handbook, respectively.

7. Related Documents

Policy #2122 Capital Projects