Procedure 642: Space Management and Allocation
Date Adopted: July 2016
Last Revised: July 2022
Effective management and allocation of space requires periodic reviews of space, such reviews aim to prevent inequities in space distributions, identify opportunities, and recognize best practices. It should be expected that such reviews may prompt the emergence of new space management and allocation strategies.
Space management and allocation is guided by the following principles:
- Facilitating a high quality service-oriented and/or learning environment for students is essential to the College’s ability to recruit and retain students.
- Administrative and student service functions should foster student engagement and/or complement the learning environment.
- Traditionally non-student-facing functions should be located in areas less trafficked by students.
- Efficiency, while desirable, should not take precedent over effectiveness.
III. Space Management and Allocation Advisory Committee (SMAAC)
The Space Management and Allocation Advisory Committee provides proactive input and feedback on space management and allocation strategies including space requests. It reports to the senior leadership team by way of the Vice President overseeing Facilities Management and Capital Planning (hereafter “the Vice President”).
The Vice President shall serve as or appoint the committee chair. The committee chair shall be appointed to up to a three-year term and the appointment may be renewed by the Vice President in consultation with the Committee.
SMAAC membership may include representation from:
- Strategic Resource Advisory Board
- Executive Core
- Environmental Health & Safety
- Fiscal Health Core
- Outreach & Engagement Core
- Student Well-Being Core
- Administrative and Operational Integration Core
- Capital Planning
- Facilities Management
- Teaching and Learning Core
- The Academic Deans (rotating)*
- Office of the Registrar
- Faculty (rotating)*
*Rotating members shall serve for terms up to two years. Deans’ Council shall nominate its representative. Faculty Assembly shall nominate its representative.
As space management and allocation strategies emerge and/or as space requests are brought forward, members of the SMAAC are engaged by the Chair of the Committee.
Space requestors should direct an email to the Committee Chair. The email should denote in brief:
• Purpose of the space being requested and how it may or may not clearly advance the College’s Strategic Plan
• Suggested locations for desired space
• Desirable timeline for the space
• Distinctive physical attributes of the desired space
• Support of the unit head
• A budget along with the identification of available funding, or a funding request
The Committee Chair will review the request, solicit additional information/site visits as needed, and seek input in coordination with the Committee.
The recommendation for the space will be presented to the senior leadership team for a final disposition. The final decision will be made by the senior leadership team.
Requests for storage space do not require the approval of the senior leadership team and are adjudicated by the Committee.
Note: Applicants for grants and other funding initiatives are required to specify space needs and any required renovations prior to grant submission. The awarding of grant funds does not equate to the approval of a space request. Consideration of the cost to maintain the space after the grant period should be considered in the overall request.
V. Parameters of Space Management and Allocation
1. All space (unless specifically prohibited by contract or funding source obligations, policy, or statute) is reassignable.
2. Scheduling of spaces for temporary use by internal and external constituents is done via a centralized process through the Office of Events and Conferences.
3. All instructional space is scheduled by the Office of the Registrar.
4. Unless approved by the Provost or their designee, classroom space cannot be permanently repurposed.
5. Unless approved by the President’s senior leadership team, space is not assigned to unaffiliated organizations for other than fee-based temporary or occasional use.
6. Inappropriate and/or inefficient uses of space, such as offices used solely for storage, runs counter to space optimization and will require redress.
7. Periodic purging and archiving of materials in work spaces and storage areas is required to ensure that important space is not being used with unimportant items. Paper records should be disposed of according to the College’s Records Retention Policy. Furniture, equipment and supplies should be disposed of according to the State of New Jersey’s Excess/Surplus Property procedures.
8. Proposals for program creation, growth, or contraction, must include a space plan.
9. If a change of use/function is needed in a space to make it functional, reclassifying the space will be evaluated according to the applicable building codes and Division of Community Affairs (DCA) guidelines.
10. The College cannot guarantee that space, or funds to renovate/repurpose space, will be available within a requested time frame.
1. Co-location of functions in order to share support spaces, resources, and equipment, and to advance collegiality, operational integration, interdisciplinarity, and collaboration will be emphasized.
2. A modular planning approach to enhance space flexibility where possible (consistent sizes for like functions whereby an open suite of workstations could serve in a subsequent iteration as a medium- size conference room; standardized office furniture/finishes so that only people move and not furniture) will be emphasized.
3. Allocation of multiple offices for an employee is not permitted.